Administrative Assistant

at  Mount Royal University

Job Description:

QUALIFICATIONS

• High School Diploma or equivalent
• Minimum of 2 years of previous administrative experience that aligns with the essential skills needed for this position.
• Experience as an administrative assistant in a post-secondary environment is advantageous. Administrative training (a diploma or certificate) is an asset.
• Excellent computer skills including word processing, spreadsheet, calendar management, and the ability to learn a variety of different institutional software programs.
• Excellent organizational skills with experience in dealing with a wide variety of demands, e.g. scheduling, record keeping, minute taking, budget management.
• Strong time management skills and the ability to assess and manage priorities in line with deadlines.
• Ability to employ sound judgment, to act professionally, and to have the confidence to be proactive in the completion of tasks with little supervision.
• Attention to detail.
• Excellent written and verbal communication skills.
• Ability to employ humour and natural curiosity to foster positive interactions with a diverse group of faculty, staff, and students.

ABOUT THE ROLE

Reporting to the Chair of Biology, the Administrative Assistant to the Department of Biology performs a range of administrative duties to support the effective day-to-day operations within the Department of Biology. The Administrative Assistant ensures effective support for ongoing departmental operations such as book orders, contracts, scheduling, budget oversight, and departmental and faculty committees. In addition, the Administrative Assistant acts as a communication link between the faculty and staff of the department. Other key responsibilities include supporting the Chair of Biology by maintaining their calendar, and assisting the Chair with class scheduling, workload reporting, and hiring processes. This is a full time position working 35 hours per week.

RESPONSIBILITIES

• Perform a range of general administrative duties to ensure that effective administrative support is provided to the Department and the Chair.
• Act as the central point of communications and deal with a range of inquiries (phone/in-person/email) by responding directly or referring queries as appropriate.
• Responsible for data entry and scheduling as well as providing assistance to ensure effective academic program delivery.
• Assist with the administration and monitoring of the department budget.
• Communicate and problem solve with other university units, in particular: Scheduling, Marketing, Facilities Management, Human Resources and Payroll.
• Knowledge of university policies and procedures.
• Provide basic technical support to ensure effective operation of department resources (photocopier, printers, and telephones).
• Provide support to the Faculty of Science & Technology or other departments in the Faculty, as needed.
• Other duties as assigned.