Administrative Assistant

**Job Description**:
**About the Faculty of Health, Community and Education**:
The Faculty of Health, Community and Education (HCE) is constantly looking forward to an inspired future where our efforts contribute to healthy communities and ultimately improve the quality of life of those with whom we interact. Our unique collection of programs tailored to health, community and education professions, creates a compelling collective. Our partnerships with the community, and within the post-secondary sector, open up new and exciting avenues that increase access and opportunity, while augmenting the overall student experience. The Faculty of Health, Community and Education is comprised of four departments: School of Nursing and Midwifery (SONM), Health and Physical Education, Child Studies and Social Work, and Education which offer a variety of degree, diploma, and certificate programs.

**School of Nursing and Midwifery**:
A leader in innovative teaching strategies and outstanding practical instruction, Mount Royal University’s School of Nursing and Midwifery prepares students to make a difference in the health and well-being of Canadians. The School of Nursing and Midwifery offers the following programs: Bachelor of Nursing, Bachelor of Midwifery, the Bridge to Canadian Nursing and the Advanced Studies in Critical Care Nursing Certificate.

**About the Role**:
This position involves a range of administrative responsibilities across the School of Nursing and Midwifery, focusing on document management, budgeting, workload coordination, communication, and human resources. Key duties include managing and maintaining an organized filing system for both physical and electronic records, ensuring compliance with FOIP, and processing documents for the Chair's signature. The role requires familiarity with the school's operating and project budgets, tracking and reconciling expenses, and managing workload requests from faculty. Additionally, the position supports the Chair in drafting correspondence, responding to queries, coordinating tenure evaluations, and organizing meetings, travel, and logistics. The role also involves managing communication with various stakeholders, maintaining a professional image, and supporting human resources activities like faculty recruitment, training, and system access setup.

This position is a full-time position working 35 hours per week

**Responsibilities**:

- Document Management: Establish and maintain an organized filing system for both electronic and physical documents, ensuring compliance with FOIP and easy access for the Chair’s office.
- Budget Oversight: Familiarity with 4-year operating and project budgets for various nursing programs and reconciliation of budget expenditures.
- Workload Management: Act as the main contact between faculty and the workload committee, managing workload requests and ensuring faculty access to necessary resources.
- Correspondence: Draft and distribute routine and complex correspondence on behalf of the Chair, including memos, reports, and inter-faculty communications.
- Faculty Communication: Research, write, and respond to inquiries on behalf of the Chair, meeting deadlines and ensuring timely communication.
- Tenure & Promotion: Coordinate and monitor the faculty tenure evaluation process, ensuring assessments and documentation are completed on time.
- Class Evaluations: Organize class evaluations and assessment meetings for tenurable and limited-term faculty, transcribing and distributing evaluation documents.
- Calendar & Appointments: Coordinate the Chair’s calendar, manage appointments, and exercise discretion in prioritizing tasks.
- Meeting Management: Schedule, organize, and prepare materials for meetings, ensuring logistics, facilities, and agendas are handled efficiently.
- Minutes & Documentation: Record, transcribe, and distribute meeting minutes, as well as prepare documentation for the Chair’s presentations.
- Travel Coordination: Arrange national and international travel, accommodations, and transportation for the Chair.
- Public Relations: Serve as a primary communication link, maintaining a positive, professional image of the School of Nursing and Midwifery.
- Human Resources: Understand faculty and staff contracts, recruitment processes, and manage records related to positions, leaves, and replacements.
- Staff Training & Orientation: Facilitate orientation and training for new or casual staff, ensuring system access and proper onboarding processes are followed.

**Qualifications**:

- Proven experience in administrative roles, particularly in higher education
- Strong background in drafting and distributing a variety of communications, from routine correspondence to complex reports
- Proven experience in scheduling, coordinating logistics, and preparing materials for meetings.
- Excellent written and verbal communication skills to effectively interact with a range of stakeholders (faculty, staff, students, external contacts)