Administrative Assistant to the AVP & CIO

About Us

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton's diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to more than 21,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

Opportunity

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: 

• Working as part of the IT Business Operations Team, the Administrative Assistant establishes and maintains 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 supports 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; and
• 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; and
• 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.

Position Requirements 

• This position is on campus only.

Benefits 

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)
• Flexible benefits package
• Continuous learning culture
• Opportunities for career growth

How to Apply

To apply, please head to our MacEwan University Opportunities Page, select the job opportunity and click Apply Now. If you require assistance, please contact us at careers@macewan.ca. 

If you are experiencing technical difficulties when submitting your application, please try submitting through a different browser (i.e., Safari, Firefox, Chrome, etc.). If the issue persists, please send a screenshot of the error message to careers@macewan.ca so we can assist and ensure your application is received. 

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.

Diversity Statement

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. We believe that the diversity of our students, staff, and faculty serves as a strength of our institution and benefit to society. We are committed to ensuring full and inclusive participation for all in our community.

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. Please contact humanresources@macewan.ca and we will support you to the best of our ability.