Administrative Assistant

About Student Counselling Services

Student Counselling Services is located within Wellness Services at Mount Royal University. Wellness Services has six areas that supports both students and employee health and wellness on campus. Student Counselling Services exclusively serves Mount Royal University students.

About the Role

Reporting to the Chair of Student Counselling Services, this position performs a range of complex administrative duties to support the Chair and the effective day-to-day operations within the department. The team consists of full-time counsellors, part-time counsellors, and graduate-level Counselling practicum students. 

This role 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 will carry out their duties and communications with tact and discretion, protecting client confidentiality. Duties include serving as an essential point of communication across the department, supporting the Chair with schedule and budget management, and working with University systems, policies and procedures. This position is also front-facing, responding mainly to students but also staff and faculty. Professional and efficient collaboration with Counsellors, the other Administrative Assistant and colleagues across MRU is essential to the operation of Student Counselling Services. 

This is a full-time, replacement-term position, working 35 hours per week on-campus. Regular Hours of work are 8:30 am to 4:30 pm, Monday through Friday.

Responsibilities

Administrative Support to the Chair (50%) 

• Act as central point of administrative organization and communication for the Chair.
  • Ensure timelines are provided to the Chair for operational and administrative deadlines. 
  • Assist with management of Chair’s schedule across multiple platforms and coordinate scheduling of meetings with those both inside and outside of the department.
  • Schedule department meetings and prepare meeting agendas with background documents. 
  • Support onboarding for all Counselling staff and onboarding/training of other administrative assistant.
  • Coordinate with the Chair to process counsellor requests for time away (e.g. vacation, professional development).
  • Support the creation and organization of documents (e.g. meeting minutes, templates, forms).
• Act as central point of logistical support for the Chair.
  • Assist in creation and accurate completion of part-time Counsellor contracts. 
  • Generate statistics from a variety of data sources for the year-end report.
  • Track and schedule meetings and evaluations for full-time and contract faculty according to institutional timelines (e.g., Tenure and Promotion; Peer Evaluations; Contract Evaluations).
  • Develop and update a Master Schedule for all academic semesters, noting critical dates and inputting into Titanium (scheduling software).
  • Work with the Titanium Developer and MRU IT to continue to monitor for efficient practices and updating the software as needed.
  • Attend meetings with the Chair and complete minutes (e.g. Departmental Meetings).

Administrative Assistance to the Department (40%) 

• Provide front-facing functions for the department.
  • Respond in a welcoming professional manner to all those who engage with Student Counselling Services.
  • Maintain professional composure while supporting the team to effectively and ethically facilitate service access for individuals presenting with high levels of distress.
  • Act as a central point of communication with other areas of Wellness Services and the University Community.
  • Process clients who arrive for services (e.g. update paperwork, check-in, respond to scheduling/rescheduling requests, etc.).
  • Maintain the confidentiality of client information by adhering to all applicable confidentiality standards, laws, university and institutional policies, and ethical standards applicable to a counselling setting.
  • Clerical and logistical duties.
• Work collaboratively with administrative staff to support departmental operations.
  • Update the Student Counselling Services website pages.
  • Opening and closing tasks.
  • Frontline requests (Facility Management), including custodial, maintenance, and event planning support. 
  • Distribute mail and informational material within the department.
  • Maintain a record of inventory and office equipment. 
  • Coordinate printing and copy requests for the department.
  • Book meeting rooms.
• Maintain and update the schedules for clients and Counsellors. 
• Assign and organize office set-up, telephone, campus cards, computers and keys for new/returning Counsellors, administrative staff, and practicum students.
• Troubleshoot computer and office equipment problems; arrange for maintenance or replacement of office equipment as needed.
• Complete monthly purchasing of supplies, office equipment and promotional material.
• Provide coverage for the other administrative assistant’s tasks during their time away. 

Operational - Budget (10%) 

• Support Chair and department with financial processes
  • Complete office purchases and requisitions, expense reports, journal entries, monthly purchasing card reconciliation. etc.
  • Engage in budget tracking and quarterly expense projections.
  • Account for petty cash expenses.
  • Ensure expenditures are completed by fiscal year deadlines.
  • Attend financial training sessions to remain proficient on financial procedures and policies. 

Qualifications

• Two-Year Administrative Assistant Diploma or equivalent certification or experience.
• Minimum 2-3 years of front-facing administrative experience.
• Excellent knowledge of MS Office (especially Word and Excel), Adobe, Google Workspace (e.g., use of Sheets, Forms, Docs, etc.).
• Basic knowledge of budgetary and accounting skills.
• Ability to prioritize, manage time, and shift focus efficiently in a fast-paced environment.
• Strong communication and interpersonal skills that are responsive and respective to persons of all identities.

Salary Rate: $27.61 - $34.97 per hour

Closing Date: September 7, 2026