Administrative Assistant, Office of the Dean, Faculty of Arts

Job title: Administrative Assistant, Office of the Dean, Faculty of Arts

Job description: Job Title

Administrative Assistant, Office of the Dean, Faculty of Arts

Requisition #

996992

Job Type

Permanent (for any group)

Union or Employee Group

MRSA

Classification

SAD06 Administrative Services VI

Position End Date (if applicable)

Location:

MRU Main Campus – Calgary, AB T3E 6K6 CA (Primary)

Posting

About MRU

Mount Royal University is situated on an ancient and storied land that is steeped in ceremony and history that, until recently, was occupied exclusively by people indigenous to this place. With gratitude and reciprocity, we acknowledge the relationships to the land and all beings, and the songs, stories and teachings of the Siksika Nation, the Piikani Nation, the Kainai Nation, the Îethka Stoney Nakoda Nation (consisting of the Chiniki, Bearspaw and Goodstoney Nations), the people of the Tsuut’ina Nation, and the Métis.

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’s degrees and 38 majors.

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 of 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 Faculty of Arts

Mount Royal University’s Faculty of Arts houses the following departments: Economics, Justice, and Policy Studies; English, Languages, and Cultures; Humanities; Interior Design; Psychology; General Education; and Sociology and Anthropology. The Faculty of Arts houses more than 2,000 students seeking degrees in Anthropology, Criminal Justice, English, History, Interior Design, Policy Studies, Psychology, and Sociology, and offers over 30,000 seats in Arts courses each year. In addition, the Faculty of Arts offers 26 minors over a diverse range of disciplines and teaches a large majority of courses associated with General Education foundation courses. Arts faculty have received national and international recognition for their teaching and research, hold Tri-Council grants, publish books, and disseminate research in top-ranked academic journals.

About the Role

Reporting to the Dean, this position is accountable for providing a high level of executive, confidential administrative support to the Dean and Vice Deans for the Faculty of Arts. The role functions as part of a team of administrative assistants for the daily office operations of the Office of the Dean. This position provides full administrative support to the Dean and plays a key role in ensuring effective information flow within the Faculty of Arts and acts as a resource to department chairs, other administrative support staff, and faculty. A key focus of this position is to provide a high level of administrative assistance to the Dean to ensure effective use of their time and maintain a positive, professional image of the Dean’s office. Other major responsibilities include supporting the Vice Deans, assisting with financial reporting to the Faculty Financial Officer and Dean, and developing administrative procedures to ensure the effective functioning of the Office of the Dean. This position provides a bridge between the Faculty of Arts and other areas of the university. Due to the large size and complexity of this Faculty, this position must be able to self-organize and manage competing priorities on a daily basis. The person in this position must be able to track what has just happened, what is coming short-term, and what is happening in the upcoming year, to proactively prepare and be of optimum assistance. The responsibilities of this role are detailed and complex. Accuracy, personal accountability, and the ability to develop creative solutions to problems and processes are essential to be successful in this position.

Responsibilities:

Governance, Faculty Council, and Committees

Prepares clear, accurate, and timely agendas, meeting minutes, and relevant documents and arranges logistics for committees chaired by the Dean/Vice Deans (e.g Faculty Council, Dean’s Advisory group etc.)

Organizes and schedules committee meetings,, and updates and maintains the committee records and documents (electronically or otherwise). ..

Administers elections and replenishes membership on committees.

Coordinates identification of Faculty representatives on university-level bodies.

Works independently and with the Dean on university and governance processes, helping to procure, compile, organize, document, and complete in a timely manner. This includes the tenure and promotion systems.

Administrative Support

Administrative support in managing schedules of the Dean (primary) and Vice Deans (secondary). This includes independently exercising initiative and judgement in scheduling, cancelling, and rescheduling meetings; setting work priorities; processing sensitive issues; researching responses and queries; and dealing with confidential information, enabling the Dean’s Office to meet and react in a timely, effective, and efficient manner to all requests.

Advanced calendar management skills, including the ability to anticipate needs, prioritize urgencies, adapt to changing priorities and coordinate complex, multi-stakeholder meetings

Makes information requests (e-mail and verbal) on behalf of the Office of the Dean, to chairs, staff, and faculty, ensuring that deadlines are met and that the collected data is compiled in a logical and organized manner, to provide the Dean with the necessary information to complete University reports, facilitate problem-solving and decision-making.

Serves as the point of contact for the Dean for queries received via email, phone, or in-person; referring, directing, and recording as appropriate.

Provides a detailed review of expense reports prior to the Dean’s approval. Completes expense claims and credit card reconciliations for the Dean and Vice Dean.

Helps to manage, plan, and coordinate events for the Dean’s office.

Prepares meeting materials for meetings attended by the Dean.

Has direct relationships with administrative assistants within the Faculty of Arts and works with them to complete reports, organize meetings, and communicate with faculty, staff, and students.

Problem-solving and issue resolution, communicating with other departments as needed.

Maintain a record of the annual cycle of events related to the Dean’s administrative position; use this to plan well in advance for activities (eg tenure and promotion)

Establishes and implements administrative procedures for the Dean’s Office.

Establishes and maintains a comprehensive filing system for the Faculty Office which allows for compliance with FOIP.

Performs other duties as needed in the absence of other administrative staff in the Office of the Dean.

This position is a full-time role working 35 hours per week.

Qualifications

Two-year diploma from a University or equivalent required; A Bachelor’s Degree would be an asset for this role.

3-5 years of relevant administrative experience is required.

Previous experience in post-secondary is considered an asset.

Highly developed organizational skills and the ability to prioritize work, make effective decisions, multi-task, and manage time effectively.

High degree of proficiency in standard office technologies (such as Microsoft Office, Google WorkSpace, and Adobe Acrobat), and the ability to learn new platforms and technologies with ease.

Capable of handling multiple competing and changing priorities.

Superior written and oral communication skills.

Meticulous attention to detail skills.

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 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, climbing, aquatics, sports, and certifications for students, employees, and the public.

Salary: $49,774 – $63,004 per per annum (Subject to retroactive increase based on Gain Sharing Conditions as per the Government of Alberta)

Closing Date: March 1, 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).

If you require an accommodation in order to participate in the recruitment process, please notify erecruiter@mtroyal.ca and we will work together on the accommodation request.

We thank all applicants for their interest. Only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Mount Royal University hires on the basis of merit and is strongly committed to fostering diversity as a source of excellence, intellectual and cultural enrichment, and social strength. We welcome applications from those who would contribute to the further diversification of our staff, faculty and their scholarship including but not limited to Indigenous Peoples, women, persons with disabilities and persons of any sexual or gender identity, ethnic, national or socio-economic background, religion or age.

Click Here to Apply

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