ABOUT US

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton’s diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.
Our comprehensive undergraduate university offers 55 programs to more than 19,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

OPPORTUNITY

MacEwan University is seeking an Administrative Assistant to the Dean, HCS for a full-time continuing opportunity with the Faculty of Health and Community Studies.
Reporting to the Dean, Faculty of Health and Community Studies, the Administrative Assistant to the Dean is responsible for providing high-level, comprehensive administrative support to the Dean, as well as other areas of the Faculty of Health and Community Studies (HCS) as required, ensuring that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality, and professionalism.
Responsibilities include coordinating the Dean’s calendar and schedule, developing efficient and effective systems and procedures to ensure smooth operations of the Dean’s Office and broader HCS, preparing and distributing communication materials, managing logistics, and other general office administration activities.

Key responsibilities include:

• Acting as a first point of contact for the Office of the Dean and providing first-level responses to queries, issues, and concerns; triaging issues as appropriate to ensure timely responses, and proactively informing the Dean, Associate Deans, or other colleagues of potential actions, issues, and problems, providing suggested responses when appropriate;
• In conjunction with the HCS leadership team, developing and maintaining processes to support an effective and efficient office environment;
• Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees;
• Ensuring completeness of new hire information (including academic credentials) and ensuring that payroll source documents reflect current increments, benefits, and vacation pay entitlements;
• Completing appropriate forms for Human Resources and ensuring that Human Resources and payroll information is submitted for approval to meet required deadlines;
• Scheduling and coordinating meetings including room bookings, agendas, etc.;
• Reconciling purchasing card transactions and supporting staff with expense reconciliation as required; reviewing expense claims for accuracy and completeness before approvals; and
• Supporting the efficient scheduling of governance activities and meetings to ensure timely completion and compliance with University governance requirements in coordination with Faculty Governance Administrator.

SKILLS

You will have:

• The ability to work with confidential information and to exercise judgement and discretion;
• Excellent time management and organizational skills;
• The ability to take initiative, work independently and manage multiple projects and/or priorities with minimal supervision;
• Strong proofreading and editing skills;
• The ability to create professional reports and correspondence;
• Effective problem-solving skills with keen attention to detail;
• The ability to demonstrate flexibility and easily adapt to changing priorities;
• Strong verbal, written and interpersonal communication skills with a professional and friendly approach;
• The ability to foster and maintain positive relationships with staff, faculty, and other stakeholders;
• Knowledge of FOIP and records management policies, practices and legislation; and
• Proficiency in Microsoft Office (including Outlook, Word, Excel and PowerPoint), Google suite of applications; Enterprise Resource Planning (ERP) systems such as PeopleSoft.

QUALIFICATIONS

• A minimum of a diploma in Office or Business Administration or related field of study.
• A minimum of 3 years of progressively responsible and diversified administrative experience.
• Direct experience in a post-secondary or related public sector environment is considered an asset.
• An equivalent combination of education and experience may be considered.

• Acting as a first point of contact for the Office of the Dean and providing first-level responses to queries, issues, and concerns; triaging issues as appropriate to ensure timely responses, and proactively informing the Dean, Associate Deans, or other colleagues of potential actions, issues, and problems, providing suggested responses when appropriate;
• In conjunction with the HCS leadership team, developing and maintaining processes to support an effective and efficient office environment;
• Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees;
• Ensuring completeness of new hire information (including academic credentials) and ensuring that payroll source documents reflect current increments, benefits, and vacation pay entitlements;
• Completing appropriate forms for Human Resources and ensuring that Human Resources and payroll information is submitted for approval to meet required deadlines;
• Scheduling and coordinating meetings including room bookings, agendas, etc.;
• Reconciling purchasing card transactions and supporting staff with expense reconciliation as required; reviewing expense claims for accuracy and completeness before approvals; and
• Supporting the efficient scheduling of governance activities and meetings to ensure timely completion and compliance with University governance requirements in coordination with Faculty Governance Administrator