About the Role

MacEwan University is seeking an Administrative Assistant to the Associate Vice President, Indigenous Initiatives & Engagement (AVP) for a full-time, continuing prospect with the kihêw waciston Indigenous Centre.

Reporting to the AVP, the Administrative Assistant is responsible for providing high-level, comprehensive administrative support to the AVP, as well as other areas of kihêw waciston. You will ensure that communications, interactions, and administrative support are delivered with the highest standard of excellence, confidentiality, and professionalism.

Key Responsibilities

- Managing the AVP's schedule and providing scheduling assistance to the out-of-scope manager
- Acting as a first point of contact for the Office of AVP, Indigenous Initiatives & Engagement, and providing first-level responses to queries, issues, and concerns
- Triaging issues as appropriate to ensure timely responses, and proactively informing the AVP, Manager, or other colleagues of potential actions, issues, and problems, providing suggested responses when appropriate
- Ensuring critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Indigenous Initiatives & Engagement portfolio and priorities of the Office of AVP
- Planning and coordinating meetings, drafting meeting agendas, attending and participating in Office of AVP leadership meetings, and recording and distributing meeting minutes
- Establishing and maintaining effective organizational practices and procedures, including development of guides and business workflow documents
- Coordinating special events, activities, and guests on campus on behalf of the AVP and Manager, including room bookings, setup and equipment, and catering, working with Conference and Event Services as appropriate
- Organizing and coordinating accommodations and travel
- Preparing and distributing relevant materials in support of events, including invitations,



notices, agendas, and meeting materials, and supporting the AVP/Manager in promoting events to relevant audiences
- Coordinating the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment
- Maintaining, deploying, and coordinating departmental assets (computers, phones, other office equipment), including arranging maintenance/repairs, keys, workstation setup, and telephones for staff
- Tracking, preparing, and/or coordinating reporting requirements pertaining to Indigenous Initiatives & Engagement, including reporting for the Government of Alberta, grants, and internal annual report summaries, ensuring timely completion/submission
- Ordering office supplies and maintaining supply inventory
- Coordinating and distributing incoming and outgoing mail, faxes, and courier shipments

Skills

- Excellent time management, organizational, and prioritization skills
- Ability to work with confidential information and exercise judgement and discretion
- Ability to take initiative, work independently, and manage multiple projects/priorities with minimal supervision
- Effective problem-solving skills with keen attention to detail
- Service-oriented mindset with excellent interpersonal skills to build collaborative relationships with a diverse group of people, internal and external to the University
- Strong verbal and written communication skills with a professional and friendly approach
- Demonstrated flexibility and ability to adapt to changing priorities




- Strong proofreading and editing skills
- Ability to create professional reports and correspondence
- Resourcefulness, with the ability to use networks to gather information/data for briefs and summaries
- Knowledge of POPA, ATIA, and records management policies, practices, and legislation
- Knowledge and understanding of Indigenous culture
- Demonstrated commitment to fostering a collaborative working and learning environment

Qualifications

- Minimum of a diploma in Office or Business Administration or a related field of study
- Minimum of three years of progressively responsible and diversified administrative experience
- Indigenous lived experience and an understanding of Indigenous knowledge systems
- Direct experience in a post-secondary or related public sector environment considered an asset
- Experience and proficiency using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), Google applications, and Enterprise Resource Planning (ERP) systems such as PeopleSoft
- An equivalent combination of education and experience may be considered

Position Requirements

- This position is on campus only

Benefits

- Competitive base pay
- Generous vacation time
- Secure pension plan
- Flexible benefits package
- Continuous learning culture
- Opportunities for career growth

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.

How to Apply To apply, please head to our MacEwan University Opportunities Page, select the job opportunity and click Apply Now.

You can also use the following link to copy and paste into your browser: https://www.macewan.ca/about-macewan/careers/opportunities/postings/?competition=26.08.186&apply;=true

Pay: $51,872.00-$75,438.00 per year

Work Location: In person

📌 Administrative Assistant to the Associate Vice-President, Indigenous Initiatives & Engagement — KW (Edmonton)
🏢 MacEwan University
📍 Edmonton