Administrative Assistant

2 months ago

Calgary, Canada Mount Royal University Full time

**Job Description**:
**About MRU**:
Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 36 majors.

Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.

**About Residence Services**:
Mount Royal University’s Residence Services is committed to providing a safe, secure and supportive living learning community. We strive to be inclusive, responsive and respectful of the individual. The environment is designed to enhance and develop both the personal growth and academic success of the student and their role as a responsible community member.

**About the Role**:
The Administrative Assistant reports to the Guest Services Coordinator, Residence Services. The Administrative Assistant provides support for the Guest Services Coordinator, the Manager, Residence Services, the Director, Residence Services, as well as Front Desk staff. This position offers opportunities for problem solving and creating positive client relations to achieve department goals. The responsibilities of the position are achieved through administrative support, data entry, office staff support and direct customer service to students, guests and the general public. These services are primarily provided in person, by phone, or by other electronic avenues.

**Responsibilities**:
**Administrative Support**
- Administrative support including preparation of correspondence, report compilation, filing, word processing, and scheduling.
- Processing payments by guests and students as directed.
- Assist in the accurate entry of records into the StarRez system for students, guests, and other needs as required.
- Receives and organizes student and guest requests related to their accommodations and ensures that all information has been collected. Ensures these requests are then responded to or directed to the appropriate person.
- Prepare mail-outs as required.
- Assist with the preparation of Residence Services print materials and packages.
- Generate reports from StarRez as needed.

**Office and Department Support**
- Receive, sort and deliver mail and couriered parcels.
- Sort incoming internal mail and distribute to students and staff.
- Perform regular inventory of office supplies and order replacement items as needed.
- Assist the Guest Services Coordinator and the Manager, Residence Services with correspondence, daily tasks and scheduling as required.
- Assist the Guest Services Coordinator with administrative tasks related to Student and Conference/Casual Guest Housing.
- Provide back up in the coordination of facility bookings.
- Assist with special events such as move in and move out days.
- Organize and maintain office filing system according to University standards.
- Actively participate in staff and planning meetings to continue the improvement of department functions and goals.
- Maintain and update Residence Services social media and website information.
- Assist with the preparation of Residence Services print materials and packages.
- Assist the Assignments Coordinator with marketing tasks, particularly social media posts and updates.
- The Manager, Residence Services, can, at their discretion, assign this role to be the lead team member for overseeing our social media accounts.
- Maintain and organized, professional looking front office.
- Other duties as assigned.

**Project Assistance**
- Assist the Guest Services Coordinator and Manager, Residence Services on specifically assigned projects.
- Assist the Guest Services Coordinator with administrative tasks related to operating Conference Housing and casual guest stays.

**Qualifications**:

- One-Year Post Secondary Certificate/Program Completion
- 6 - 12 months of related experience including:

- Public relations, customer service and office administration experience or training
- Extensive customer interactions, negotiating and cash handling skills
- Experience in a campus residential environment is an asset
- Understanding of institutional summer/casual accommodation operations
- Strong communication, interpersonal, organizational and research skills
- Strong knowledge of StarRez, MS Office software and background in word processing, spreadsheet use, and basic computer skills

**What We Offer**:
Talented and committed employees are the driving force

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