Administrative Assistant, BSCA

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 provides comprehensive administrative support to the Faculty 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 environment. The incumbent is the communication link between faculty, staff, students and the community. A key focus of the position is the coordination and implementation of administrative functions within the department to ensure each semester runs smoothly and efficiently. 

This is a 2-year, limited-term, part-time position working 17.5 hours per week with a strong internal candidate.

Responsibilities

Administrative Support to the Chair

• Draft letter and email correspondence.
• 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.
• 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 expenses are paid to the proper FOAP.
• Assist the Dean’s Office with Faculty-wide tracking, metrics and employee directory.

Other duties as assigned.

Qualifications

• Two year diploma from a University or equivalent
• 12 - 18 months experience 
• Experience in a post-secondary environment
• Working level knowledge of office processes
• Understanding of the overall organization and operation of MRU
• Strong interpersonal and communication skills
• Ability to communicate with a range of people which will occasionally involve handling difficult or sensitive situations
• Ability to multitask and deal with changing priorities and processes
• Strong organization skills and ability to work independently
• Team player with a professional attitude using tact and diplomacy
• Ability to establish collaborative working relationships with the administrative team and other MRU departments
• Intermediate computer skills in a variety of programs and a willingness and ability to learn new programs and technologies
• Financial knowledge/budgeting would be considered an asset

Salary: Grade 19: $27.61 - $34.97 per hour

Closing Date: August 21, 2026

 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_3973_CV.pdf).