Administrative Assistant

**Job Description**:
**About the Residence Services**:
Mount Royal University’s Residence Services is committed to providing a safe, secure and supportive living learning community. We strive to be inclusive, responsive and respectful of the individual. The environment is designed to enhance and develop both the personal growth and academic success of the student and their role as a responsible community member.

**About the Role**:
The Administrative Assistant reports to the Guest Services Coordinator, Residence Services. The Administrative Assistant provides support for the Guest Services Coordinator, the Manager, Residence Services, the Director, Residence Services, as well as Front Desk staff. This position offers opportunities for problem solving and creating positive client relations to achieve department goals. The responsibilities of the position are achieved through administrative support, data entry, office staff support and direct customer service to students, guests and the general public. These services are primarily provided in person, by phone, or by other electronic avenues. This position will work 12pm-8pm, Monday to Friday.

**Responsibilities**:
**Administrative Support**
- Administrative support including preparation of correspondence, report compilation, filing, word processing, and scheduling.
- Processing payments by guests and students as directed.
- Assist in the accurate entry of records into the StarRez system for students, guests, and other needs as required.
- Receives and organizes student and guest requests related to their accommodations and ensures that all information has been collected. Ensures these requests are then responded to or directed to the appropriate person.
- Prepare mail-outs as required.
- Assist with the preparation of Residence Services print materials and packages.
- Generate reports from StarRez as needed.

**Office and Department Support**
- Receive, sort and deliver mail and couriered parcels.
- Sort incoming internal mail and distribute to students and staff.
- Perform regular inventory of office supplies and order replacement items as needed.
- Assist the Guest Services Coordinator and the Manager, Residence Services with correspondence, daily tasks and scheduling as required.
- Assist the Guest Services Coordinator with administrative tasks related to Student and Conference/Casual Guest Housing.
- Provide back up in the coordination of facility bookings.
- Assist with special events such as move in and move out days.
- Organize and maintain office filing system according to University standards.
- Actively participate in staff and planning meetings to continue the improvement of department functions and goals.
- Maintain and update Residence Services social media and website information.
- Assist with the preparation of Residence Services print materials and packages.
- Assist the Assignments Coordinator with marketing tasks, particularly social media posts and updates.
- The Manager, Residence Services, can, at their discretion, assign this role to be the lead team member for overseeing our social media accounts.
- Maintain and organized, professional looking front office.
- Other duties as assigned.

**Project Assistance**
- Assist the Guest Services Coordinator and Manager, Residence Services on specifically assigned projects.
- Assist the Guest Services Coordinator with administrative tasks related to operating Conference Housing and casual guest stays.

**Qualifications**:

- One-Year Post Secondary Certificate/Program Completion
- 6 - 12 months of related experience including:

- Public relations, customer service and office administration experience or training
- Extensive customer interactions, negotiating and cash handling skills
- Experience in a campus residential environment is an asset
- Understanding of institutional summer/casual accommodation operations
- Strong communication, interpersonal, organizational and research skills
- Strong knowledge of StarRez, MS Office software and background in word processing, spreadsheet use, and basic computer skills

**Salary**: $42,572 - $53,833 per annum

**Closing Date**: August 04, 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).