Job Description : About the Faculty of Business, Communication Studies and Aviation : The Faculty of Business, Communication Studies and Aviation has approximately 4,000 students and includes the EFMD-accredited Bissett School of Business and the School of Communication Studies. The Bissett School of Business offers a Bachelor of Business Administration (BBA) with majors in General Management, Human Resources Management, Accounting, Finance, International Business, Supply Chain Management, and Marketing. Aviation is also part of the Bissett School of Business. The Aviation programs include a Bachelor of Aviation Management (BAM), an Aviation Diploma, and a flight school at our Springbank Aviation Campus. The School of Communication Studies offers a Bachelor of Communication Studies with majors in Journalism and Digital Media, Broadcast Media Studies, Information Design, and Public Relations. In addition to the degrees and majors offered in the Faculty, students may take a variety of minors, concentrations, and certificates to complement their major.

About the Role : The Administrative Assistant to the Chair provides comprehensive administrative support to the Chair and assists with various tasks related to department operations. The incumbent works with a high degree of independence and requires excellent organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced setting. The incumbent is the communication link between faculty, staff, students and the community. A key focus of the position is coordination and implementation of administrative functions within the department to ensure each semester runs smoothly and efficiently.

Responsibilities : Administrative Support to the Chair

- Manage calendar and schedule appointments.





- Manage and coordinate forms related to deferred exam requests, I grade, change of grade requests, Scheduling, etc.

- Review projected teaching workload exercises and compile Projected Annual Teaching Load (PATL) forms.

- Facilitate Expression of Interest and course allocation processes.

- Review and plan schedules for upcoming terms:

- Review planning worksheets.

- Coordinate faculty schedules and classes offered.

- Data entry in Infosilem DCU (Data Collection Utility).

- Work with Scheduling, update scheduling changes and resolve scheduling conflicts.

- Coordinate changes to the schedule including additions, cancellations.

- Retrieve department metrics data including enrollment rates, class lists, etc. using Argos, IA, Banner.

- Collect data through correspondence with department faculty members.

- Prepare and generate credit-contracts for part-time faculty, facilitate the contract signing process.

- Maintain strict confidentiality and discretion when handling sensitive information.

Department Administration

- Maintain accurate records of course outlines and confidential employee files.
- Ensure the proper filing and organization of documents related to department operations.
- Assist with department payment requisitions, grid adjustments, JETs, cheque requisitions, budget monitoring.
- Maintain records of Chair and peer teaching evaluations, SEI (Student Evaluations of Instruction)



and other documents that contribute to the tracking of faculty performance.
- Coordinate faculty substitutions and contingency pay if necessary.
- Assist with scholarship and awards processes.
- Coordinate logistics for department meetings and support events.
- Administrative support for advisory committee meetings, partnership council meetings and other department committees.
- Provide support to department events.
- Provide administrative support for employee hiring processes: prepare position posting, draft correspondence, assemble documents, schedule interviews, and arrange hospitality.
- Assist with onboarding new faculty members, including account creation, access requests, basic orientation and work with the Research Coordinator for technology needs.
- Input and update of credentials, personal information, and confidential records in the Banner system.
- Assist faculty with course material adoptions.
- Collect data for exam schedules and coordinate deferred exams.

Communication and Other Administrative Support

- Serve as the primary point of contact for inquiries from students, faculty, and external parties. Direct communication through the appropriate channels.
- Submit Frontline requests, including key and card access requisitions, maintenance requests, and furniture requests.
- Submit IT Service Desk requests.
- Facilitate room bookings for faculty and student clubs.
- Distribute relevant information to faculty members.
- Shares reception coverage with other administrative staff during vacation, breaks and other absences
- Manage office supplies, including pens, materials, and paper for copying.
- Sort and distribute mail.
- Manage exam booklets and scantrons.
- Submit Chrome River reconciliations, ensure expen

📌 Administrative Assistant to The Chair (Calgary)
🏢 Mount Royal University
📍 Calgary