Administrative Assistant

**Job Description**:
**About the Faculty of Business, Communication Studies and Aviation**:
The Faculty of Business, Communication Studies and Aviation at Mount Royal University's mission is to foster a community of leaders and changemakers committed to advancing a sustainable future. Within this academic environment, students explore various programs in business, communications, media and aviation management. Through experiential learning and community engagement, we prepare students for the challenges they will face. With strong connections to Calgary's business community and a dedication to ethical leadership, the Faculty equips students to make a meaningful impact in their careers and society.

Aspiring to provide a diverse and inclusive learning environment, the Faculty challenges students to become community leaders. Using fundamentals of experiential learning and small class sizes, students are provided with opportunities to connect with industry professionals and local communities throughout their degree. We offer a different kind of education to students who want to make a change in our world. The educational experience is very unique, challenging students to put knowledge into practice by engaging in real client projects and directed research. By studying in any of our programs our students will transform their degree into their passion.

The School of Communication Studies consists of four programs: Public Relations, Broadcast Media Studies, Journalism, and Information Design. The Bissett School of Business has seven majors: Accounting, Finance, Supply Chain Management, Marketing, Human Resources, International Business and General Management. The Aviation program has both an Aviation Diploma and Bachelor or Aviation Management. The Faculty of Business, Communication Studies and Aviation is committed to creating and maintaining a diverse and inclusive learning environment that furthers equity, inclusion and social justice.

**About the Role**:
The Administrative Assistant to the Chair provides comprehensive administrative support to the Chair and assists with various tasks related to department operations. The incumbent works with a high degree of independence and requires excellent organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced environment. The incumbent is the communication link between faculty, staff, students and the community. A key focus of the position is coordination and implementation of administrative functions within the department to ensure each semester runs smoothly and efficiently.

**Responsibilities**:
**Administrative Support to the Chair (50%)**
- Manage calendar and schedule appointments.
- Manage and coordinate forms related to deferred exam requests, I grade, change of grade requests, Scheduling, etc.
- Review projected teaching workload exercises and compile Projected Annual Teaching Load (PATL) forms.
- Facilitate Expression of Interest and course allocation processes.
- Review and plan schedules for upcoming terms:

- Review planning worksheets.
- Coordinate faculty schedules and classes offered.
- Data entry in Infosilem DCU (Data Collection Utility).
- Work with Scheduling, update scheduling changes and resolve scheduling conflicts.
- Coordinate changes to the schedule including additions, cancellations.
- Retrieve department metrics data including enrollment rates, class lists, etc. using Argos, IA, Banner.
- Collect data through correspondence with department faculty members.
- Prepare and generate credit-contracts for part-time faculty, facilitate the contract signing process.
- Maintain strict confidentiality and discretion when handling sensitive information.

**Department Administration (35%)**
- Maintain accurate records of course outlines and confidential employee files.
- Ensure the proper filing and organization of documents related to department operations.
- Assist with department payment requisitions, grid adjustments, JETs, cheque requisitions, budget monitoring.
- Maintain records of Chair and peer teaching evaluations, SEI (Student Evaluations of Instruction) and other documents that contribute to the tracking of faculty performance.
- Coordinate faculty substitutions and contingency pay if necessary.
- Assist with scholarship and awards processes.
- Coordinate logistics for department meetings and support events:

- Book meetings using Google Calendar
- Prepare meeting agendas and minutes
- Room booking
- Organize catering
- Administrative support for advisory committee meetings, partnership council meetings and other department committees.
- Provide support to department events.
- Provide administrative support for employee hiring processes: prepare position posting, draft correspondence, assemble documents, schedule interviews, and arrange hospitality.
- Assist with onboarding new faculty members, including account creation, access requests, basic orientation and work with the Research C