Administrative Assistant to the AVP

at  Mount Royal University

Job Description:

QUALIFICATIONS

• Two-year diploma, Bachelor Degree or equivalent preferred
• Minimum 12-18 months of previous experience in working within an administrative role
• Previous work in a post-secondary institution required
• Ability to work independently and with a group
• Excellent oral and written communication skills.
• Strong time management and organizational skills, and the ability to manage diverse activities and deadlines while remaining flexible to changing situations and priorities.
• Ability to handle sensitive information with discretion.
• Ability to work within and learn multiple new computer and web-based programs.

ABOUT THE ROLE

This position is accountable for providing a high level of administrative support directly to the AVP Indigenization and Decolonization (OID) as a key front-facing role for the Office of Indigenization and Decolonization (OID). This position is also the primary reception for all visitors and directs inquiries as appropriate.
Responsibility for supporting the day-to-day administrative needs of OID falls within the scope of this position. The incumbent requires a high degree of independence, responsibility, initiative, and exceptional organizational skills. The role demands exceptional communications skills, strong project and event management abilities, astute financial management, and high level of intercultural competence. Confidentiality and discretion are expectations of this position. The incumbent must be able to work independently and take direction from the AVP Indigenization and Decolonization.

RESPONSIBILITIES

• Primary reception for visitors to the OID Office.
• Prepares a variety of written correspondence and materials as required for the AVP Indigenization and Decolonization as required.
• Provides support to the AVP Indigenization and Decolonization with agenda and meeting package preparation for meetings.
• Completes travel arrangements for the AVP Indigenization and Decolonization.
• Undertakes special projects as required to support the OID.
• Oversees various emails, initiating and coordinating communications at all levels of engagement.
• Maintains a calendar of T123 users for spaces such as the board room, circle, or desks.
• Personalizes community relationships, engages the Traditional Thinkers Advisory Council, Elders, Knowledge Keepers, and other external community members connected to the OID and the broader Mount Royal community.
• Coordinates and collaborates with Facilities, Security, MarCom, Finances, Accounting, and other departments as needed.
• Demonstrates exceptional leadership and organizational skills by overseeing and coordinating numerous projects and initiatives.
• Organizes the OID’s events and ensures logistics are in place for smaller events.
• Acts as the liaison to coordinate more complex and involved events with the areas on campus including the Iniskim Centre and Faculties. Examples of this type of event are the Indigenous Honouring Ceremony and the Human Spider Web.
• Manages OID event logistics and coordination such as the Journey to Indigenization. This includes planning, execution, working to budget, catering, AV/IT requirements, event updates, and scheduling.
• Creates communications and Google forms, sends email invitations, manages event registrations, manages communications with event attendees, and creates attendee reports.
• Generate a report of all expenses per event, process attendee databases
• Works in conjunction with the Marketing and Communications Department to manage and execute the OID’s marketing and communications.
• Manages, reviews, and edits website content.
• Supports grant tracking and reporting.
• Works with the AVP Indigenization and Decolonization, financial partners, accounting, and faculty to accurately record expenses in various programs and use FAST data to support reporting including grant submissions and budget forecasting.
• Processes expense and billing submissions for the AVP OID and OID office as a whole and ensures accuracy in payment processing.
• Prepares new vendor set-up, cheque requisitions, expense claims, cash disbursements, cash receipts and purchase requisitions for the OID.
• Supports budget forecasting and budget development by the AVP with the financial partner.