Administrative Assistant to the Chair
Mount Royal University View all jobs
- Calgary, AB
- $26.81-33.95 per hour
- Permanent
- Part-time
- Draft letter and email correspondence.
- Manage calendar and schedule appointments.
- Manage and coordinate forms related to deferred exam requests, I grade, change of grade requests, Scheduling, etc.
- Review projected teaching workload exercises and compile Projected Annual Teaching Load (PATL) forms.
- Facilitate Expression of Interest and course allocation processes.
- Review and plan schedules for upcoming terms.
- Retrieve department metrics data including enrollment rates, class lists, etc. using Argos, IA, Banner.
- Collect data through correspondence with department faculty members.
- Prepare and generate credit-contracts for part-time faculty, facilitate the contract signing process.
- Maintain strict confidentiality and discretion when handling sensitive information.
- Maintain accurate records of course outlines and confidential employee files.
- Ensure the proper filing and organization of documents related to department operations.
- Assist with department payment requisitions, grid adjustments, JETs, cheque requisitions, budget monitoring.
- Maintain records of Chair and peer teaching evaluations, SEI (Student Evaluations of Instruction) and other documents that contribute to the tracking of faculty performance.
- Coordinate faculty substitutions and contingency pay if necessary.
- Assist with scholarship and awards processes.
- Coordinate logistics for department meetings and support events.
- Administrative support for advisory committee meetings, partnership council meetings and other department committees.
- Provide support to department events.
- Provide administrative support for employee hiring processes: prepare position posting, draft correspondence, assemble documents, schedule interviews, and arrange hospitality.
- Assist with onboarding new faculty members, including account creation, access requests, basic orientation and work with the Research Coordinator for technology needs.
- Input and update of credentials, personal information, and confidential records in the Banner system.
- Assist faculty with course material adoptions.
- Collect data for exam schedules and coordinate deferred exams.
- Serve as the primary point of contact for inquiries from students, faculty, and external parties. Direct communication through the appropriate channels.
- Submit Frontline requests, including key and card access requisitions, maintenance requests, and furniture requests.
- Submit IT Service Desk requests.
- Facilitate room bookings for faculty and student clubs.
- Distribute relevant information to faculty members.
- Shares reception coverage with other administrative staff during vacation, breaks and other absences
- Manage office supplies, including pens, materials, and paper for copying.
- Sort and distribute mail.
- Manage exam booklets and scantrons.
- Submit Chrome River reconciliations, ensure expenses are paid to the proper FOAP.
- Assist the Dean's Office with Faculty-wide tracking, metrics and employee directory.
- Other duties as assigned.
- Two year diploma from a University or equivalent
- 12 - 18 months experience
- Experience in a post-secondary environment
- Working level knowledge of office processes
- Understanding of the overall organization and operation of MRU
- Strong interpersonal and communication skills
- Ability to communicate with a range of people which will occasionally involve handling difficult or sensitive situations
- Ability to multitask and deal with changing priorities and processes
- Strong organization skills and ability to work independently
- Team player with a professional attitude using tact and diplomacy
- Ability to establish collaborative working relationships with the administrative team and other MRU departments
- Intermediate computer skills in a variety of programs and a willingness and ability to learn new programs and technologies
- Financial knowledge/budgeting would be considered an asset.