ELCC Faculty Administrative Assistant

7 days ago

Edmonton, Canada MaKami College Full time

The ELCC Faculty Administrative Assistant provides administrative support to ensure efficient faculty operations and student services within the ELCC department. Responsibilities include managing faculty schedules, organizing events, overseeing resources, and supporting faculty in meeting program needs. This role requires strong organizational, communication, and adaptability skills to thrive in a dynamic academic environment. This is a new faculty and the role responsibilities will adapt as the faculty grows.

Major Responsibilities

  • Manage faculty schedules based on the academic calendar and room availability.
  • Arrange classrooms, labs, and resources for classes, exams, and workshops.
  • Coordinate First Aid, Criminal Record Checks, and other required certifications.
  • Communicate schedule changes to faculty.
  • Provide general administrative support (word processing, filing, phones, etc.).
  • Prepare materials for instructors, classes, exams, and meetings.
  • Assist in organizing departmental events like seminars and workshops.
  • Support faculty with last-minute administrative tasks.
  • Schedule and organize faculty-related events, student workshops, and professional development.
  • Coordinate joint facility use and ensure a conducive environment for concurrent classes.
  • Manage student tutoring and extra support systems with department head, College services and instructors.
    • Assist in scheduling and/or participating in substitute instruction as needed for both campuses
  • Travel between campuses (Edmonton and Calgary) to assist with department needs.
    • Assist with practicum arrangements, scheduling, support and site visitations as needed
  • Address student and staff inquiries, providing assistance as needed in coordination with the department head.
  • Organize and report data for faculty evaluations, attendance, and feedback.
  • Maintain and update student and faculty records.
  • Assist in preparing departmental reports and presentations.

Education and Experience

  • Diploma or certificate in Administration or a related field or related experience
  • Experience in Early Childhood programs or businesses.
  • Minimum one-two years in an administrative role or related experience
  • Proficiency in MS Office, SharePoint, Office 365, and LMS (MOODLE).

Skills and Competencies

  • Manages multiple priorities accurately and efficiently.
  • Strong written and verbal skills for professional interactions.
  • Resolves scheduling and administrative issues effectively.
  • Maintains accuracy in schedules, reports, and data.
  • Works well in fast-paced environments.
  • Proficient in scheduling, data management, and LMS (MOODLE).
  • Collaborates with faculty and staff to ensure program success.

Personal Characteristics

  • Maintains a professional demeanor at all times.
  • Welcoming and accessible to faculty and students.
  • Responds promptly and reliably to requests.
  • Proactively improves processes.

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