Administrative Assistant to the AVP & CIO in Edmonton

MacEwan University is seeking an Administrative Assistant to the AVP & CIO for a full-time 18-month replacement term opportunity with the Information Technology Services department.

Reporting to the Senior Manager, Business Operations, the Administrative Assistant is responsible for providing high-level, comprehensive administrative support to the Associate Vice President, Information Services and Chief Information Officer (AVP), Information Technology Services (ITS) Leadership team, and other areas of ITS as required, ensuring that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality and professionalism.

Responsibilities include:

• Coordinating the AVP’s calendar and schedule.
• Developing efficient and effective systems and procedures to ensure smooth operations of the AVP’s office and broader ITS department.
• Preparing and distributing communication materials.
• Managing logistics and other general office administration activities.

Key responsibilities include:

• Establishing and maintaining effective organizational practices and procedures for the Office of AVP, Information Services and CIO; including the development of guides and business workflow documents.
• Coordinating special events and activities and guests on campus on behalf of the AVP and ITS leadership team.
• Scheduling and coordinating IT Business Operations Team meetings, tracking action items, coordinating strategic meetings.
• Providing administrative support for the AVP and the Senior Manager, IT Business Operations.
• Reconciling purchasing card transactions for ITS leaders and supporting staff with expense reconciliation as required.
• Ordering and maintaining office supply inventory.
• Ensuring critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the ITS portfolio and priorities of the Office of AVP, Information Services and CIO.
• Researching and preparing background materials and developing/drafting correspondence, written responses, and documents (e.g. briefing notes, memos to VP and President’s Offices, etc.).

Skills you will have:

• Excellent time management, organizational and prioritization skills.
• The ability to work with confidential information and to exercise judgement and discretion.
• The ability to take initiative, work independently and manage multiple projects and/or priorities with minimal supervision.
• Effective problem-solving skills with keen attention to detail.
• Customer service skills along with excellent interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.
• Strong verbal and written communication skills with a professional and friendly approach.
• Demonstrated flexibility, easily adapting to changing priorities.
• Strong proofreading and editing skills.
• The ability to create professional reports and correspondence.
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs and summaries as required.
• Knowledge of Protection of Privacy Act and records management policies, practices, and legislation.
• Demonstrated commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.

Qualifications:

• A minimum of a Diploma in Office or Business Administration or related field of study.
• A minimum of three (3) years of progressively responsible and diversified administrative experience.
• Direct experience in a post-secondary or related public sector environment would be considered an asset.
• Experience and proficiency using Microsoft Office including Outlook, Excel, Word, PowerPoint; Google suite of applications; Enterprise Resource Planning (ERP) systems such as PeopleSoft; etc.
• An equivalent combination of education and experience may be considered.

This position is on campus only. When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes:

• Competitive base pay
• Generous vacation time
• Voluntary Participation in Local Authorities Pension Plan (LAPP)

This position is included under the MacEwan Staff Union Collective Agreement. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

MacEwan University is committed to fostering the principles of equity, diversity, and inclusion within our community, and we are dedicated to removing barriers that have been historically encountered and are currently experienced by some members of our society. We welcome and encourage applications from Indigenous peoples, racialized persons, visible minorities, women, persons with disabilities, sexual and gender minorities, and members of all equity-deserving groups.

Accessibility Statement: We strive to provide an inclusive and barrier-free work environment, beginning with the hiring process. If you require accommodation, we want to ensure you have the support you need to showcase your abilities.