Administrative Support Specialist

2 months ago

Edmonton, Alberta, Canada MacEwan University Full time

Opportunity

MacEwan University is seeking a detail-oriented Administrative Assistant to support the efficient and effective operations of the Exam Centre. Reporting to the Manager, you will play a key role in ensuring that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality, and professionalism.

Key Responsibilities

  • Act as a first point of contact for the Exam Centre and respond to queries in person, by phone, and by email.
  • Triage and escalate concerns or issues, ensuring that critical and sensitive matters are prioritized.
  • Plan and coordinate meetings, including drafting meeting agendas and recording and distributing meeting minutes.
  • Draft correspondence for the department.
  • Establish and maintain administrative processes, including the maintenance of files and records.
  • Maintain thorough knowledge of university policies and procedures.
  • Manage office supplies, mail, and shipments.
  • Perform expense reconciliation.
  • Prepare forms, reports, and documentation.
  • Coordinate staff on- and off-boarding logistics.
  • Assist students with exam registration.
  • Facilitate the exam roster and pickup processes for paper exams.
  • Facilitate and manage department asset and inventory management.

Requirements

  • Excellent time management and organizational skills.
  • Ability to take initiative and manage multiple priorities with minimal supervision.
  • Strong proofreading and editing skills.
  • Ability to create professional reports and correspondence.
  • Problem-solving skills.
  • Strong verbal, written, and interpersonal communication skills.
  • Ability to work with confidential information, exercising judgment and discretion.
  • Proficiency in Microsoft Office and Adobe Professional applications.

Qualifications

  • Minimum of a post-secondary diploma in Office Administration or a related field.
  • Experience with meeting and financial coordination, and records management is preferred.
  • Experience working in a post-secondary environment or an exam centre would be considered an asset.
  • Experience working with persons with disabilities, or in an education or testing environment is considered an asset.
  • Equivalent combination of education and experience may be considered.

Benefits

  • Competitive base pay.
  • Generous vacation time.
  • Secure pension plan.
  • Flexible benefits package.
  • Continuous learning culture.
  • Opportunities for career growth.

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