Administrative Support II

at  Macewan University

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 a detail-oriented Administrative Assistant (Administrative Support II) for a full-time continuing opportunity with our Advising Office with the School of Business. You will provide customer service and are accountable for contributing to the success of the Office by providing administrative support to advisors and students and acting as the internal and external liaison for the Advising Office.

Key responsibilities include:

• Acting as a first point of contact, responding promptly and professionally to in-person, email and telephone inquiries and direct inquiries to appropriate people/departments;
• Creating and maintaining accurate files, databases, and records and creating queries;
• Managing advisors calendars’ bookings and scheduling.
• Collecting content and publishing the Student Newsletter on a weekly basis;
• Creating meeting minutes;
• Distributing department mail to faculty, staff and students and preparing shipping documents
• Ordering office supplies and maintaining inventory;
• Maintaining office equipment and assisting with copy and print services as required;
• Managing pass keys for student room bookings;
• Supporting School events such as Convocation, Awards Banquet and Orientation Day with tasks that include booking space and ordering catering;
• Sending mass emails to students; and
• Tracking Advising Office service statistics.

SKILLS

You will have:

• Excellent interpersonal skills to effectively communicate and support students, faculty, staff and external stakeholders;
• Demonstrated the ability to work independently and as a team member in a fast-paced and varied work environment with many interruptions;
• A high level of diplomacy and judgement in dealing with daily tasks;
• The proven ability to manage multiple priorities and demands with a high level of accuracy and detail;
• Excellent written and verbal communication skills;
• The aptitude to learn data information systems; and
• Proficiency with Microsoft Office and Google Suite.

QUALIFICATIONS

• A minimum of a High School Diploma and Office Administration Certificate or equivalent.
• A minimum of 1 year administrative/clerical and/or front-line reception/customer service experience.
• Customer service experience.
• Experience within an academic environment is an asset.
• Experience with PeopleSoft is an asset.
• An equivalent combination of education and experience may be considered.

• Acting as a first point of contact, responding promptly and professionally to in-person, email and telephone inquiries and direct inquiries to appropriate people/departments;
• Creating and maintaining accurate files, databases, and records and creating queries;
• Managing advisors calendars’ bookings and scheduling.
• Collecting content and publishing the Student Newsletter on a weekly basis;
• Creating meeting minutes;
• Distributing department mail to faculty, staff and students and preparing shipping documents
• Ordering office supplies and maintaining inventory;
• Maintaining office equipment and assisting with copy and print services as required;
• Managing pass keys for student room bookings;
• Supporting School events such as Convocation, Awards Banquet and Orientation Day with tasks that include booking space and ordering catering;
• Sending mass emails to students; and
• Tracking Advising Office service statistics