DEPARTMENTAL ADMINISTRATIVE ASSISTANT

MACEWAN INTERNATIONAL

Competition No. 25.08.231

CATEGORY

SALARY

CLOSING DATE

Full-Time Continuing

MSU Band C (Steps 1-8): $23.550 - $34.245 per hour. $42,861 - $62,327 per annum (Based on 35 hours per week).

September 1, 2025

About Us

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton’s diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning. With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement. We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 55 programs to more than 19,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science. Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature. Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

Opportunity

MacEwan University is seeking a Department Administrative Assistant for a full-time continuing opportunity with MacEwan International (MI). Reporting to the International Student Services Lead, you will provide comprehensive administrative and operational support to MacEwan International, ensuring the smooth delivery of daily operations and culturally-appropriate provision of services to students and staff.

As the first point of contact for our globally-connected community, this fast-paced role requires strong intercultural competency skills to effectively manage and respond to multiple requests in culturally-nuanced ways. You will also coordinate departmental processes and will supports the planning and delivery of programming and events that enhance the experiences of international students and students planning to learn abroad.

Your key responsibilities include, but are not limited to:

• Serving as a first point of contact for the department and providing first-level responses to queries, issues, and concerns received by email, phone, and in person, using active listening and questioning skills to clarify concerns, provide accurate information, and make informed, independent decisions about what supports or services the individual may require;
• Triaging issues effectively to ensure timely responses and making appropriate referrals or proactively involving other colleagues as required, prioritizing critical and sensitive matters for immediate attention;
• Delivering service with a high degree of customer service, empathy, and professionalism, particularly when assisting students who may be stressed or in crisis;
• Scheduling appointments for current students seeking International Student Services or Education Abroad advising;
• Providing general guidance to prospective international students on program offerings, admission requirements, and processes;
• Maintaining effective administrative processes and practices, like updating and maintaining schedules, spreadsheets, templates, and departmental records and filing systems in accordance with institutional policies and best practices;
• Acting as the key contact person for MI staff for day-to-day administrative needs, including ordering supplies, coordinating staff keys, managing departmental assets, and arranging equipment repairs;
• Handling financial transactions in the department's preparer role, including actioning accurate purchase orders, invoice coding and reconciliations, and asset management; collaborating with the Finance and Accounting Technician and the Finance Officer as required;
• Providing regular updates to management and coordinating with other departments to keep business processes current, transactions processed, and issues resolved;
• Assisting in planning, organizing, and coordinating departmental meetings, events, and activities, including booking meeting spaces, preparing agendas, taking minutes, and distributing materials; and
• Collaborating with other departments (e.g., Facilities, ITS) to coordinate services and resolve operational issues.

SKILLS

You will have:

• Excellent time management and organizational skills;
• Strong written and verbal communication and interpersonal skills, with the ability to communicate effectively with stakeholders whose first language may not be English;
• The ability to handle frequent interruptions, prioritize multiple tasks, and be flexible with a wide variety of duties, while taking a proactive approach to problem solving;
• Attention to detail and accuracy in handling records, financial transactions, and documentation;
• Excellent customer service skills developed within an intercultural environment;
• Strong intercultural competence and flexibility to work with and understand various cultural approaches while also upholding university policies and procedures;
• Knowledge or proficiency in an additional language or languages that contribute to the linguistic diversity at MacEwan International would be considered an asset;
• Proficiency in Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook, Teams) and SharePoint;
• Working knowledge in PeopleSoft;
• The ability to work with confidential information and to exercise judgment and discretion; and
• The ability to work independently as well as to take direction in a team environment.

QUALIFICATIONS

• A minimum of a diploma in Office or Business Administration.
• A minimum of 2 years of well-rounded administrative support and office management experience with multiple business lines.
• Experience working within an international service office is considered a strong asset.
• Experience working in a post-secondary environment is considered a strong 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