Administrative Assistant to the Dean

Job TitleAdministrative Assistant to the DeanJob TypeReplacement TermUnionMRSAPosition ClassificationSAD06 Administrative Services VISalary Grade$52,816.40 - $66,848.60FT or PTFull-timeHybrid WorkThis position is ineligiblePosition End Date (if applicable)7/31/2027LocationMRU Main Campus - Calgary, AB T3E 6K6 CA (Primary)About This PositionAbout the Faculty of Health, Community and EducationMount Royal University's Faculty of Health, Community and Education is comprised of four departments: Child Studies and Social Work, Education, Health and Physical Education and the School of Nursing and Midwifery, which offer a variety of degree, diploma, and certificate programs. Join others in contributing to healthy, supportive communities and making a difference — A paat tsi kani takiiks (those that create sparks). To learn more about the Faculty of Health, Community and Education, refer to our strategic plan, Ani to pisi (spiderweb).About The RoleReporting to the Dean, this position is accountable for providing a high level of executive, confidential administrative support to the Dean and Associate Deans for the Faculty of Health, Community and Education (HCE). The role functions as the lead for daily office operations by managing and coordinating all administrative support activities for the Office of the Dean.This position provides a bridge between the Faculty and University-level governance structures, and supports the shared governance model with appropriate structures and processes at the Faculty-level including coordination of several Faculty committees. This position plays a key role in ensuring effective information flow within the Office of the Dean and within the Faculty. Due to the large size and complexity of this Faculty, this position must be able to 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 the 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.This is a full-time, replacement position working 35 hours per week, scheduled to end on January 11, 2027, with the possibility of extension or an earlier end date.ResponsibilitiesGovernance, Faculty Council, and CommitteesServes as recording secretary to the Faculty Council, Faculty Council Agenda Committee, Faculty Academic Standards Committee and the Dean’s Advisory Group. Organizes the schedule of meetings, prepares agendas and meeting documents and maintains applicable shared drives.Manages organization of relevant Faculty Committees; including committee charters, procedures and guidelines documents, meetings minutes, and records of decisions.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 tenure and promotion system (pre and post tenure evaluation, annual reports, full-professor), faculty leaves, faculty hiring, cross-faculty appointments, adjunct faculty appointments, and faculty grid adjustments.Administrative point of contact for Campus Alberta Quality Council (CAQC) and accreditation processes, including liaison with external reviewers.Under the direction of the Dean, assists with elements of the Mount Royal Faculty Association and Mount Royal Staff Association Collective Agreements including, but not limited to: adherence to Collective Agreement deadlines, organization of committees and appointment of faculty members, tracking of tenurable appointment and promotion processes, and documentation and organization related to appointment of department chairs and associate deans. Administrative SupportAdministrative support in managing schedules of the Dean (primary) and Associate 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.Make 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.Manage and draft email and correspondence for the Dean.Serves as the point of contact for the Dean for queries received via email, phone, or in-person; referring, directing, and recording as appropriate.Detailed review of expense reports prior to Dean’s approval. Complete expense claims and p-card reconciliations for the Dean and Associate Deans.Coordinate new faculty offer packages by working with chairs and administrative assistants, reviewing for accuracy and content. Provides offer packages to the Office of the Provost and Vice-President, AcademicIndependently coordinate, manage and execute all yearly evaluations for the Dean’s direct reports, confidentially and with discretion.Manages, plans and coordinates events for the Dean’s office.Has direct relationships with administrative assistants within the Faculty and works with them to complete reports, organize meetings, and communicate with faculty, staff and students.Problem solving and issue resolution, communicate with other departments as needed, clarifying and collaborating on procedures, policies and solutions.Establishes and implements administrative procedures for the Dean’s Office.Provides writing/editing skills to develop Faculty publications (e.g. newsletter articles, presentations, speaking notes).Perform other duties as needed in the absence of other administrative staff in the Office of the Dean.Leadership of Administrative Support in the FacultyProvide training/resources for chairs, assistants to the chair and other departmental administrative assistants, other staff, and faculty on University administrative procedures; e.g. eRecruiter, Chrome River, J:Drive filing, Google suite.Collaborates with the Dean and Faculty Financial Officer to provide direction, assistance, and training for University planning processes for Chairs, Assistants to the Chair and other departmental administrative assistants in the Faculty’s academic units, as well as providing leadership on assignments from the Dean, VP Academic, or other areas of the University. QualificationsTwo-year diploma from a University or equivalent required; A Bachelor's Degree would be an asset for this role due to the need for problem solving and critical thinking abilities as well as strong written and verbal communication skills.3-5 years of relevant administrative experience is required.Previous experience in post-secondary is considered an asset.Demonstrated proficiency in event planning and event management.Highly developed organizational skills and the ability to prioritizeHigh 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 prioritiesSuperior written and oral communication skillsMeticulous attention to detail skillsSalary: $52,816.40 - $66,848.60 per annumClosing Date: Open until suitable candidate is found.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).We encourage all qualified applicants to apply, however, Canadian citizens, permanent residents and others currently legally authorized to work in Canada will be given priority. Please note 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.If you require accommodation to participate in the recruitment process, please notify erecruiter@mtroyal.ca and we will work together on your accommodation request.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. A student-focused undergraduate university built on teaching excellence, Mount Royal University is known for our top-calibre programs, high-quality teaching and learning experience, robust delivery of liberal education, scholarly teaching, experiential learning and undergraduate research. MRU serves approximately 15,782 students, including 11,752 full-time and 4,030 part-time learners. MRU offers 13 bachelor's degrees encompassing 37 majors across faculties such as Arts, Business, Communications, Health, Community & Education, and Science & Technology. With over 74% of its student body drawn from the local area, Mount Royal University primarily serves Calgary and its surrounding region. MRU is a diverse yet close community with over 1,800 employees. Mount Royal provides employees the support they need to lead and advance institutional goals. Learn more about MRU's Academic Plan and Strategic Plan.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 MRU, 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. MRU offers a competitive total compensation package including learning/training paid by employer, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre. Positions over six months may also be eligible for health and dental benefits, pension, health and personal spending accounts, and disability benefits.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.