Administrative Assistant

ADMINISTRATIVE ASSISTANT

About Us

Opportunity

MacEwan University is seeking an Administrative Assistant (Admin Support III) for a full-time continuing opportunity with the Office of the General Counsel. You will provide senior level administrative support within the Office of the General Counsel with a primary focus on program support for the Office of Investigations and the Information and Privacy Office. The position will also provide support to General Counsel and the Assistant General Counsel when needed.

Key responsibilities include:

• Administering necessary intake systems and triaging work as required. This may include drafting correspondence, identifying priorities, and routine engagement with stakeholders throughout the organization;
• Drafting and proof-reading investigations reports, correspondence, agreements, and progress and follow-up letters;
• Maintaining the investigations database as files are opened, updated and closed;
• Tracking investigations ticket numbers through Jira, organizing records and filing reports;
• Providing administrative support for the systems used by the Information and Privacy Office;
• Maintaining records retention and destruction requirements for IPO records, such as flagging records for final disposition and approval;
• Contributing to process documents that support appropriate records retention;
• Providing high level support with respect to training coordination for Privacy and Investigations by scheduling and supporting the delivery of training events virtually and in-person;
• Organizing and scheduling meetings;
• Providing project support and coordination using various software including ConsignO, Jira, VTRA, SharePoint, Teams and Microsoft Suite;
• Overseeing P-Card purchases, which may include ordering office supplies, professional membership renewal, conference-related purchases, reconciliation of P-Card purchases, and generating expense reports;
• Reviewing and paying monthly invoices, verifying payment codes, tracking and recording cheques and requisitions, and forwarding to Finance for processing;
• Providing ad hoc support, including drafting documents for review and signature, making copies, filing, and taking meeting minutes; and
• Providing basic research, drafting correspondence and reports, and policy support.

SKILLS

You will have:

• Proficiency in Microsoft Suite, email programs, repositories such as Google Docs, video/tele-conferencing and other productivity software;
• The ability to learn new software tools or ERP programs and apply them to improve processes;
• The ability to work independently, prioritize tasks and manage deadlines while maintaining high quality work;
• The ability to form strong working relationships at with individuals at various levels and departments; and
• A strong understanding of confidentiality, FOIPP, records management, and legislation.

QUALIFICATIONS

• A minimum of a 2-year diploma in a related field, such as Legal Assistant or Office Administration.
• A minimum of 3 years of experience working in a high paced office environment, managing different processes and documents.
• Experience working with various stakeholders and accepting work from different people.
• Experience with drafting legal correspondence would be considered an asset.
• An equivalent combination of education and experience may be considered.

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
• Secure pension plan
• Flexible benefits package
• Continuous learning culture
• Opportunities for career growth