Administrative Assistant to The Avp

2 weeks ago

Edmonton, Canada MacEwan University Full time

ADMINISTRATIVE ASSISTANT TO THE AVP & CIO

**INFORMATION TECHNOLOGY SERVICES**

**Competition No.** 24.05.152

**CATEGORY**

**SALARY**

**CLOSING DATE**
- Full-Time Continuing (35 hours per week)
MSA Band D (Steps 1-8): $26.09 - $37.93 per hour
May 29, 2024**About Us**:

- MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton's diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.
- Our comprehensive undergraduate university offers 59 programs to more than 18,000 full
- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.**Opportunity**:
MacEwan University is seeking an Administrative Assistant to the AVP & CIO for a full-time continuing opportunity with the Information Technology Services department.

Reporting to the Senior Manager, Business Operations, the Administrative Assistant is responsible for providing high-level, comprehensive administrative support to the Associate Vice President, Information Services and Chief Information Officer (AVP), Information Technology Services (ITS) Leadership team, and other areas of ITS as required, ensuring that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality and professionalism. Responsibilities include coordinating the AVP’s calendar and schedule, developing efficient and effective systems and procedures to ensure smooth operations of the AVP’s office and broader ITS department, preparing and distributing communication materials, managing logistics and other general office administration activities.

Key responsibilities include:

- Ensuring critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the ITS portfolio and priorities of the Office of AVP, Information Services and CIO.
- Planning and coordinating meetings, drafting meeting agendas, attending, and participating in ITS leadership meetings as well as recording and distributing meeting minutes.
- Researching and preparing background materials and developing/drafting correspondence, written responses, and documents (e.g. briefing notes, memos to VP and President’s Offices, etc.).
- Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes (i.e., recruitment, RFP process).
- Ensuring completeness of new hire information and ensuring that payroll source documents reflect current increments, benefits, and vacation pay entitlements.
- Completing appropriate forms for Human Resources (i.e. Smart HR forms, EAF’s, Termination/Transfer forms, etc.); ensuring that HR and payroll information is submitted for approval to meet required deadlines.
- Scheduling and coordinating meetings including room bookings, agendas, etc.
- May provide training, support and backup for other administrative support staff within ITS.
- Coordinating standing and ad hoc committees and working groups chaired by the AVP (compiling/circulating agendas, preparing meeting materials, recording/distributing minutes, following up on action items, etc.).
- Coordinating documents/materials for governance and administrative committees for ITS.

**SKILLS**:
You will have:

- Excellent time management, organizational and prioritization skills.
- The ability to work with confidential information and to exercise judgement and discretion.
- The ability to take initiative, work independently and manage multiple projects and/or priorities with mínimal supervision.
- Effective problem-solving skills with keen attention to detail.
- Customer service skills along with excellent interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.
- Strong verbal and written communication skills with a professional and friendly approach.
- Demonstrated flexibility, easily adapting to chang

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