Administrative Assistant to the AVP

2 weeks ago

Edmonton, Canada MacEwan University Full time

Opportunity

MacEwan University is seeking an Administrative Assistant to the AVP & CIO for a full-time continuing opportunity with the Information Technology Services department. 

Reporting to the Senior Manager, Business Operations, the Administrative Assistant is responsible for providing high-level, comprehensive administrative support to the Associate Vice President, Information Services and Chief Information Officer (AVP), Information Technology Services (ITS) Leadership team, and other areas of ITS as required, ensuring that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality and professionalism. Responsibilities include coordinating the AVP’s calendar and schedule, developing efficient and effective systems and procedures to ensure smooth operations of the AVP’s office and broader ITS department, preparing and distributing communication materials, managing logistics and other general office administration activities. 

Key responsibilities include: 

Ensuring critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the ITS portfolio and priorities of the Office of AVP, Information Services and CIO. Planning and coordinating meetings, drafting meeting agendas, attending, and participating in ITS leadership meetings as well as recording and distributing meeting minutes. Researching and preparing background materials and developing/drafting correspondence, written responses, and documents ( briefing notes, memos to VP and President’s Offices, etc.). Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes (, recruitment, RFP process). Ensuring completeness of new hire information and ensuring that payroll source documents reflect current increments, benefits, and vacation pay entitlements. Completing appropriate forms for Human Resources ( Smart HR forms, EAF’s, Termination/Transfer forms, etc.); ensuring that HR and payroll information is submitted for approval to meet required deadlines. Scheduling and coordinating meetings including room bookings, agendas, etc. May provide training, support and backup for other administrative support staff within ITS. Coordinating standing and ad hoc committees and working groups chaired by the AVP (compiling/circulating agendas, preparing meeting materials, recording/distributing minutes, following up on action items, etc.). Coordinating documents/materials for governance and administrative committees for ITS.

 Skills 

You will have: 

Excellent time management, organizational and prioritization skills. The ability to work with confidential information and to exercise judgement and discretion. The ability to take initiative, work independently and manage multiple projects and/or priorities with minimal supervision. Effective problem-solving skills with keen attention to detail. Customer service skills along with excellent interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University. Strong verbal and written communication skills with a professional and friendly approach. Demonstrated flexibility, easily adapting to changing priorities. Strong proofreading and editing skills. The ability to create professional reports and correspondence. Resourcefulness, with the ability to use networks to gather information/data to prepare briefs and summaries as required. Knowledge of FOIP and records management policies, practices, and legislation. Demonstrated commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion. 

Qualifications 

A minimum of a diploma in Office or Business Administration or related field of study. Direct experience in a post-secondary or related public sector environment would be considered an asset. Experience and proficiency using Microsoft Office including Outlook, Excel, Word, PowerPoint; Google suite of applications; Enterprise Resource Planning (ERP) systems such as PeopleSoft; etc. 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

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