Administrative Assistant - Jobs in Calgary, AB

Job Description

About MRUFounded 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 38 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 Tsuutina 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 ServicesOur 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 RoleThe Administrative Assistant works as an integral team member of the Career Services department. We are looking for a candidate that is passionate about customer service excellence, is collaborative, accurate in their work, wants to be part of a high-functioning team and willing to learn.As a first point of contact, you will gain a thorough understanding of all the programs and services we offer, answer incoming inquiries and assist our students, graduates and industry partners through professional communications in-person, on the phone, email and web.The position daily reviews all new employer accounts and job postings. You will be responsible for reviewing, formatting, activating and closing jobs.This role will be supporting work-integrated learning programs and portfolio coordinators; processing applications, data input, ensuring accurate student records and other administrative tasks.You will also be a process owner of our appointment booking and event registration platform, MyCareerHub. You will ensure appointments and events are entered for students to access and ensure all attendance data is accurate and complete.This posting provides you with the opportunity to work in a fast-paced, busy environment with a supportive, collaborative high-functioning team that is passionate about supporting students and industry partners for career and employment success. It offers areas to learn process development, continuous improvement, professional communication writing and project work.This position is a full-time role working 35 hours per week, Monday to Friday, 8:30 a.m. to 4:30 p.m.This position is a limited term role, starting Nov. 8, 2022 ending MAY 3, 2024ResponsibilitiesCustomer Service Excellence:

• Be the first point of contact welcoming visitors into the department
• Manage reception check-in; greeting, directing and assisting all visitors
• Respond or refer inquires in-person, on the phone, and general email inboxes
• Help students access our services
• Maintain up-to-date FAQs and templated emails

Work-integrated Learning (WIL) Support:

• Support WIL programs and portfolio coordinators;
  • Thoroughly understand the various programs
  • Daily review and approve /decline new organization accounts
  • Daily manage online job board postings; review, format, proof, approve or decline
  • Input and maintain accurate student records
  • Process forms, applications and other paperwork accurately
  • Perform all other administrative duties pertaining to our programs/services

MyCareerHub Management:

• Be a process owner of appointment and events software, MyCareerHub
• Ensure appointments and events are entered into MyCareerHub, for students to access
• Ensure all event and appointment data input is entered accurately
• Assist with events; room bookings, materials prep, moderating, welcoming, and taking attendance
• Provide technical support

Operations Team Support

• Actively support operations team members to ensure, that as a team, set deadlines are always met, service standards are maintained and business operations are optimally functioning
• Assist other team members in high volume times such as career events, new service launches, etc.
• Actively participate in the development of processes, process mapping, and look for ways of streamlining, improving client service, processes and continuous improvement
• Provide document support; drafting, formatting, and proofing

Other

• Special project support
• Other duties as assigned

Qualifications

• 2-3 years of administrative or customer service experience
• ‘Service excellence’ mindset
• ‘Can do attitude’; solution focused; critical thinking/problem solving
• Excellent communication skills (written and verbal)
• Attention to detail and accuracy is a must-have
• Able to work effectively and be comfortable in an open-office and team environment
• Ability to efficiently learn new software
• Proficiency with the Google Workspace
• Proficiency with Microsoft Suite

What We OfferTalented 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 full 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, fitness classes, climbing, aquatics, sports, tournaments and certifications for students, employees and the public.MRU supports full immunization as the best way to protect yourself and our campus community and strongly recommends vaccination against COVID-19.Classification: SAD04 Administrative Support IVSalary: $1726.00 semi-monthly / $22.67 per hourClosing Date: October 25, 2022A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number].pdf (ex. Smith, 999999.pdf).Quick Apply

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