Department Administrative Assistant

DEPARTMENT ADMINISTRATIVE ASSISTANT

**FACULTY OF HEALTH AND COMMUNITY STUDIES**

**Competition No.** 25.07.207

**CATEGORY**

**SALARY**

**CLOSING DATE**
- Full-Time Continuing (35 hours per week)
- MSU Band C (Steps 1-8): $23.550 - $34.245 per hour. $42,861 - $62,327 per annum (Based on 35 hours per week).
- August 17, 2025

**About Us**:

- MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton’s diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to more than 19,000 full
- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

**Opportunity**:
MacEwan University is seeking a Department Administrative Assistant for a full-time continuing opportunity with the Faculty of Health and Community Studies.

The Department Administrative Assistant plays a key role in supporting the day-to-day operations of academic departments within the Faculty of Health and Community Studies. Reporting to the Associate Dean and working closely with Department Chairs, you will provide comprehensive administrative and operational support to ensure the smooth and efficient functioning of departmental activities and to ensure that the needs of the department are met. This includes meeting and event coordination, maintaining effective administrative processes and practices, providing administrative support to the faculty and chairs, coordinating communication with internal and external stakeholders, updating and maintaining templates, databases, spreadsheets, and departmental records, and assisting with document preparation for various processes. You will require strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic academic environment.

Key responsibilities include:

- Serving as a first point of contact for the department, responding to concerns, issues, and inquiries from students, staff, and/or public, determining appropriate actions or referrals;
- Preparing and distributing course outline templates to faculty; tracking completion and ensuring compliance with policy and standards;
- Coordinating services with other departments (e.g., Facilities, IT) for furniture moves, keys requests, equipment repairs, etc.;
- Formatting, proofreading, and editing a variety of documents;
- Coordinating travel arrangements for departmental staff, when required;
- Assisting in planning and organizing departmental events, meetings, and activities. Supporting meetings by preparing agendas, taking minutes, and distributing materials; and
- Supporting accreditation processes by collecting and organizing required documentation, when appropriate. Composing routine correspondence, including memos and letters.

**SKILLS**:
You will have:

- Excellent time management, organizational, and prioritization skills;
- Strong written and verbal communication and interpersonal skills;
- Strong proofreading and editing skills;
- The ability to create professional reports and correspondence;
- Effective problem-solving skills with keen attention to detail;
- A customer service-oriented mindset with a professional and friendly approach;
- The ability to multi-task, to handle frequent interruptions, and to work with mínimal supervision under changing priorities;
- A proactive and goal-oriented attitude;
- The ability to work with confidential information and to exercise judgment and discretion;
- The ability to work independently as well as to take direction in a team environment; and
- Proficiency in Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook, Teams), SharePoint.

**QUALIFICATIONS**:

- A minimum of a diploma in Office or Business Administration or related field.
- A minimum of 2 years of well-rounded administrative support and office management experience.
- Experience working in a post-secondary environment is considered an asset.
- Working kno