Administrative Assistant to the Associate Vice-President - Indigenous Initiatives and Engagement, kihêw waciston Indigenous Centre

Competition Number: 26.08.186
Category: Full-Time Continuing (35 hours per week).
Salary: MSU Band D (Steps 1-8): $28.501 - $41.449 per hour. $51,872 - $75,438 per annum (Based on 35 hours per week).
Closing Date: September 2, 2026.

MacEwan University is seeking an Administrative Assistant to the Associate Vice President, Indigenous Initiatives & Engagement (AVP) for a full-time continuing opportunity 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 include:

• 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, Indigenous Initiatives & Engagement;
• Planning and coordinating meetings, drafting meeting agendas, attending and participating in Office of AVP, Indigenous Initiatives & Engagement leadership meetings, recording and distributing meeting minutes;
• Establishing and maintaining effective organizational practices and procedures for the Office of AVP, Indigenous Initiatives & Engagement, including the 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, catering, etc., working with Conference and Event Services as appropriate;
• Organizing and coordinating accommodations and travel;
• Preparing and distributing relevant materials in support of the events including invitations, notices, agendas, meeting materials, etc. and supporting the AVP/Manager to promote 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 and/or repairs, arranging keys, office/workstation and computer set up, telephones and office equipment for staff;
• Tracking, preparing and/or coordinating the reporting requirements pertaining to Indigenous Initiatives & Engagement and reporting for the Government of Alberta, grants, internal annual report summaries, etc. while ensuring they are completed/submitted within the required timelines;
• Ordering office supplies and maintaining the supply inventory; and
• Coordinating and distributing incoming and outgoing mail, faxes, and courier shipments.

Skills

You will have:

• Excellent time management, organizational and prioritization skills;
• The ability to work with confidential information and to exercise judgement and discretion;
• The ability to take initiative, work independently, and manage multiple projects and/or priorities with minimal supervision;
• Effective problem-solving skills with keen attention to detail;
• A service-oriented mindset with excellent interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University;
• Strong verbal and written communication skills with a professional and friendly approach;
• Demonstrated flexibility and the ability to adapt to changing priorities;
• Strong proofreading and editing skills;
• The ability to create professional reports and correspondence;
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs and summaries as required;
• Knowledge of POPA, ATIA, and records management policies, practices, and legislation;
• Knowledge and understanding of Indigenous culture; and
• A demonstrated commitment to fostering a collaborative working and learning environment.

 Qualifications

• A minimum of a diploma in Office or Business Administration or related field of study.
• A 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 would be considered an asset.
• Experience and proficiency using Microsoft Suite Office (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

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

How to Apply

To apply, please head to our MacEwan University Opportunities Page, select the job opportunity and click Apply Now. If you require assistance, please contact us at careers@macewan.ca.

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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.