Job Description:

About the Department of Career Services

Our vision at Career Services is to engage students in transformative experiences beyond the classroom, through work integrated learning and career exploration. We connect industry partners with skilled and motivated students who positively impact our local, national and global community. We are intentional in our approach and have our mission, vision and guiding principles to direct us in the transformative services we offer. We believe that no student is left behind and are committed to four objectives to ensure this; growing experiential career development for all students, delivering exceptional value to our partners (internal/external), increasing graduate employment, and ensuring sustainability through diversification of services and funding.

Career Services is going through its own transformation, and as a high performing team, this will enable us to innovate and build an agile ecosystem that delivers new services and experiences for our students and partners.

About the Role

The Administrative Assistant works as an integral team member of the Career Services department. We are looking for a candidate that is focused on service excellence, is very collaborative and is dedicated to student success.

This role will be performing all the administrative duties pertaining to work-integrated learning opportunities; processing forms, maintaining accurate student records and executing communications. The incumbent will be assisting the Co-operative Education program and its team members. Developing a thorough knowledge of Co-op, you will be supporting coordinators, students and industry partners. The position daily reviews posting opportunities and is responsible for reviewing, formatting, activating and closing jobs on our online job boards.

As a first point of contact, you will be supporting client relations through professional communications in-person, on the phone, email and web. This role also deals with team calendar management of appointments, and events.

This is a full-time permanent position working 35 hours per week. The position is anticipated to start as soon as possible.

Responsibilities

Work-integrated Learning Support

• Support students, industry partners, and work experience coordinators.
• Perform all administrative duties pertaining to work-integrated learning opportunities; processing paperwork, executing email communications, inputting and maintaining up-to date electronic student records.
• Perform administrative duties pertaining to industry partner hiring and partnership activities; update contact information, prepare application packages, interview set-up.
• Job posting administration on the MyCareerHub platform, which encompasses
  • Daily review and approving /declining new organization accounts
  • Identify the industry sector of new organizations
  • Review and activate job postings; formatting, ensuring accuracy, and all critical information is received
• Update and maintain accurate student information
  • Input accurate and maintain up-to-date student records and events tracking
  • Archive records of students that have completed programs

Co-operative Education Program Support

• Be the first point of contact for students, staff and industry seeking information about Co-op

• Process all Co-operative education applications according to set criteria

• Execute communications advising of application status, and next steps

• Track Co-op activity and create accurate up-to-date data reports

• Collect data on MRU enrollment, eligible Co-op students, email lists and assist in email campaigns

• Promote Co-op at MRU community and department events

• Maintain up-to-date Co-op FAQs on the department website and platforms

Team, Event and General Support

• Actively support operations team members to ensure, that as a team, set deadlines are always met and business operations are optimally functioning

• Support department coordinators with appointments, events, emails, assignments and calendars

• Provide document support; drafting, formatting, and proofing

• Actively participate in the development of processes, process mapping, and look for ways of streamlining, improving client service and continuous improvement

• Support execution of event tasks connecting students and graduates with industry professionals

• Administrative tasks; emailing event communications, setting up calendar invitations, setting up events on the MyCareerHub calendar, and tracking attendance

• May require early morning or early evening support both in virtual or in-person settings

• Execute room bookings, materials prep, moderating and welcoming

• Provide technical and special project support

• Respond or refer inquires in-person, on the phone, general email inboxes and website

• Promptly follow-up with tasks, and actioning items

• Greet, direct and assist visitors as the welcoming face of the department

• Help students book appointments, access services, manage reception check-in

• Assist in the research, and activities to support data gathering and assessment of projects and activities

Qualifications

• Minimum 3 years of administrative experience in a high traffic office.

• Proficiency with the Google Suite (Gmail, Forms, Meet, Slides, Sheets, Docs, Drive, etc.) and Microsoft Suite.

• Attention to detail is a must.

• “Service excellence” mindset.

• Ability to efficiently learn new software.

• Excellent communication skills (written and verbal).

• Solution focused; critical thinking/problem solving.

• Ability to work effectively and be comfortable in an open-office and team environment.

Salary: $ 42,572 - $ 53,833 per annum

Closing Date: August 20, 2025

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, 999999, CV.pdf).