Administrative Assistant to Chair Jobs in Calgary, Canada at Mount Royal University
Position: Administrative Assistant to the Chair
About the Role
The Administrative Assistant to the Chair provides comprehensive administrative support to the Chair and assists with various tasks related to department operations. The incumbent works with a high degree of independence and requires excellent organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced environment. The incumbent is the communication link between faculty, staff, students and the community.
A key focus of the position is coordination and implementation of administrative functions within the department to ensure each semester runs smoothly and efficiently.
Responsibilities
Administrative Support to the Chair
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:
Review planning worksheets. Coordinate faculty schedules and classes offered. Data entry in Infosilem DCU (Data Collection Utility). Work with Scheduling, update scheduling changes and resolve scheduling conflicts. Coordinate changes to the schedule including additions, cancellations.
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.
Department Administration
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.
Communication and Other Administrative Support
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.
Qualifications
Two Year Diploma from a University or equivalent
12 – 18 months of related 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, including the 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
Title: Administrative Assistant to Chair
Company: Mount Royal University
Location: Calgary, Canada
Category:
