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Administrative Assistant of Healthy Campus Team

2 weeks ago

Calgary, Canada Mount Royal University Full time

**Job Description**:
**About the Role**:
The Administrative Assistant will provide essential support to the Healthy Campus Team Manager and team members, ensuring smooth day-to-day operations through efficient coordination and organization. This role requires a proactive, self-directed approach to completing tasks while maintaining a high level of collaboration. The position is a limited-term, part-time role (16 hours per week) focused on enhancing team efficiency and effectiveness.

This is a limited term part-time position, ending Dec.31,2026

**Responsibilities**:
**Responsibility 1 ( 40%): Administrative Coordination**
- Organize and coordinate workshops offered by the Healthy Campus Team, including promotion, registration, scheduling facilitators, preparing materials, and managing evaluations.
- Oversee updates to the Personal Skills Certificate program and coordinate certificate distribution.
- Schedule and book facilities for meetings, events, and workshops, ensuring smooth logístical arrangements.
- Coordinate Healthy Campus Team participation in service fairs, expos, and open houses, including setup and teardown.
- Assist in preparing and formatting documents, minutes, reports, and proposals, ensuring accuracy and alignment with team objectives.
- Provide administrative support for committees and team meetings, including scheduling, agenda management, minutes, and record keeping.
- Ensure team compliance with university policies and procedures related to event coordination, room bookings, contracts, marketing, travel, and finances.
- Maintain documents related to the Viewpoint Donation, including funding guidelines, proposals, and reporting templates.

**Responsibility 2 ( 30%): Financial Administration**
- Monitor budget accounts and reconcile discrepancies or miscodings, at the direction of the Healthy Campus Team manager.
- Develop processes for tracking team spending and financial activities.
- Initiate and process payments for invoices, expense claims, agreements, and subscriptions, at the direction of the Healthy Campus Team manager.

**Responsibility 3 ( 30%): Office and Communications Management**
- Manage incoming requests related to Viewpoint and Canadian Campus Wellbeing Survey presentations and interviews.
- Maintain office supplies and coordinate technical support or facility-related requests.
- Draft and circulate memos, letters, and other documents as needed.

**Other duties as assigned.**

**Qualifications**:

- A one-year post-secondary certificate or program completion.
- 18-24 months of relevant experience of working in a post-secondary institution considered an asset.
- Strong organizational, communication, and interpersonal skills.
- Ability to exercise discretion and maintain confidentiality
- Demonstrate problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions.
- Strong technology skills, including familiarity with Google (Drive, Gmail, Calendar, etc.)
- Demonstrated experience with scheduling, minute taking, budgeting, and report writing
- Ability to manage time and workload according to urgency and importance
- Experience composing accurate and appropriate documents
- Ascertaining the most effective and efficient way to handle inquiries
- Thrives in a team environment while able to work independently
- Awareness of issues pertinent to the Healthy Campus Unit (e.g., mental health, dating violence, and harm reduction) considered an asset

**Salary**: $23.39 - $29.58 per hour.

**Closing Date**: May 16, 2025

**A cover letter and resume should be submitted in one.pdf document. Please title your.pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).