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Administrative Assistant

4 months ago

Edmonton, Canada MacEwan University Full time

Opportunity

MacEwan University is seeking an Administrative Assistant for a full-time continuing opportunity within the Support Centre of the Facilities Administration department. 

Reporting to the Senior Manager, Planning and Finance, this position provides a range of administrative coordination support services to ensure the smooth operation of the department and liaise with the senior management team. This position is responsible for managing the day-to-day activities of the Facilities Support Centre, coordinating meetings, managing correspondence, facilitating effective communication, and assisting in various projects. This role also serves as a backup for various of positions, including purchase orders, data collection, analysis, and reporting as needed. 

Key responsibilities include: 

Receiving and processing work orders by using the computerized system, referred to as Facilities Integrated Management System (FIMS) Managing incoming requests from various channels such as phone calls, emails, and FIMS platforms. In conjunction with the management team, developing and maintaining processes towards an effective and efficient office environment. Maintaining effective communication with internal and external stakeholders and fostering positive relationships. Providing documentation and taking minutes for meetings when necessary. Applying policies and procedures related to FOIP and records management. Providing administrative support in the preparation of presentations, reports, and proposals. Processing Facilities Purchase Requisitions and receiving service invoices in PeopleSoft. Coordinating change requests on existing Purchase Orders. 

Skills 

You will have: 

Demonstrated good judgment and discretion in dealing with sensitive and confidential information and matters. Self-initiative, work well under pressure, and prioritize using effective time management skills. Exceptional attention to detail. Superior organizational and work management skills. Strong communication skills. Demonstrated problem-solving and communication skills in highly stressful situations. Demonstrated a personal management style that fosters a professional, service oriented, positive work environment. Experience working collaboratively with multiple departments, stakeholders, and all areas of authority to ensure client priorities are handled in a professional, timely, and efficient manner. The ability to create professional quality reports and correspondence. Knowledge of researching, analyzing, and compiling information. The ability to learn new responsibilities quickly. The ability to work independently, with minimum supervision.

Qualifications 

A minimum of a two (2) year diploma in Office Administration or equivalent. Experience with financial and budget matters. Significant experience with Microsoft Office, including Excel, Word, and PowerPoint. Experience with PeopleSoft and Visio would be considered an asset. An equivalent combination of education and experience may be considered.

Benefits 

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes: 

Competitive base pay Generous vacation time Secure pension plan Flexible benefits package Continuous learning culture Opportunities for career growth