Overview
Administrative Assistant Jobs in Calgary at Mount Royal University
Job Description:
Please Note: There is a strong internal candidate for this position
About MRU
Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 36 majors.
Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut’ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is “Mohkinstsis,” which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.
Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.
About the Department of Career Services
Our vision at Career Services is to engage students in transformative experiences beyond the classroom, through work integrated learning and career exploration. We connect industry partners with skilled and motivated students who positively impact our local, national and global community. We are intentional in our approach and have our mission, vision and guiding principles to direct us in the transformative services we offer. We believe that no student is left behind and are committed to four objectives to ensure this; growing experiential career development for all students, delivering exceptional value to our partners (internal/external), increasing graduate employment, and ensuring sustainability through diversification of services and funding.
Career Services is going through its own transformation, and as a high performing team, this will enable us to innovate and build an agile ecosystem that delivers new services and experiences for our students and partners.
About the Role
The Administrative Assistant works as an integral team member of the Career Services department. We are looking for a candidate that is focused on service excellence, is very collaborative and is dedicated to student success.
This role will be performing all the administrative duties pertaining to work-integrated learning opportunities; processing forms, maintaining accurate student records and executing communications. The incumbent will be assisting the Co-operative Education program and its team members. Developing a thorough knowledge of Co-op, you will be supporting coordinators, students and industry partners. The position daily reviews posting opportunities and is responsible for reviewing, formatting, activating and closing jobs on our online job boards.
As a first point of contact, you will be supporting client relations through professional communications in-person, on the phone, email and web. This role also deals with team calendar management of appointments, and events.
This position is a full-time permanent position starting on June 3, 2024 and working 35 hours per week.
Responsibilities
Work-integrated Learning Support
Support students, industry partners, and work experience coordinators
Perform all administrative duties pertaining to work-integrated learning opportunities; processing paperwork, executing email communications, inputting and maintaining up-to date electronic student records
Perform administrative duties pertaining to industry partner hiring and partnership activities; update contact information, prepare application packages, interview set-up
Job posting administration on the MyCareerHub platform, which encompasses
Daily review and approving /declining new organization accounts
Identify the industry sector of new organizations
Review and activate job postings; formatting, ensuring accuracy, and all critical information is received
Update and maintain accurate student information
Input accurate and maintain up-to-date student records and events tracking
Archive records of students that have completed programs
Co-operative Education Program Support
Be the first point of contact for students, staff and industry seeking information about Co-op
Process all Co-operative education applications according to set criteria
Execute communications advising of application status, and next steps
Track Co-op activity and create accurate up-to-date data reports
Collect data on MRU enrollment, eligible Co-op students, email lists and assist in email campaigns
Promote Co-op at MRU community and department events
Maintain up-to-date Co-op FAQs on the department website and platforms
Team Support
Actively support operations team members to ensure, that as a team, set deadlines are always met and business operations are optimally functioning
Support department coordinators with appointments, events, emails, assignments and calendars
Provide document support; drafting, formatting, and proofing
Actively participate in the development of processes, process mapping, and look for ways of streamlining, improving client service and continuous improvement
Event Support
Support execution of event tasks connecting students and graduates with industry professionals
Administrative tasks; emailing event communications, setting up calendar invitations, setting up events on the MyCareerHub calendar, and tracking attendance
May require early morning or early evening support both in virtual or in-person settings
Execute room bookings, materials prep, moderating and welcoming
Provide technical support
General Support
Respond or refer inquires in-person, on the phone, general email inboxes and website
Promptly follow-up with tasks, and actioning items
Greet, direct and assist visitors
Help students book appointments, access services, manage reception check-in
Act as the welcoming face of the department
Assist in the research, and activities to support data gathering and assessment of projects and activities
Special project support
Qualifications
Minimum 3 years of administrative experience in a high traffic office
Proficiency with the Google Suite (Gmail, Forms, Meet, Slides, Sheets, Docs, Drive, etc.) and Microsoft Suite
Attention to detail is a must
“Service excellence” mindset
Ability to efficiently learn new software
Excellent communication skills (written and verbal)
Solution focused; critical thinking/problem solving
Ability to work effectively and be comfortable in an open-office and team environment
What We Offer
Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.
At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.
Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre.
Our campus offers the convenience of a medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees and the public.
Salary: $42,572 – $53,833 per annum
Closing Date: April 3, 2024
A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).
All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and others currently eligible to work in Canada will be given priority.
Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. Please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at http://www.cic.gc.ca/english/study/index.asp.
Title: Administrative Assistant
Company: Mount Royal University
Location: Calgary
