Job Description

ADMINISTRATIVE ASSISTANT

SECURITY SERVICES, OFFICE OF VICE-PRESIDENT FINANCE AND ADMINISTRATION

Competition No.

25.08.218

CATEGORY

SALARY

CLOSING DATE

Full-Time Continuing (35 hours per week) MSA Band C (Steps 1-8): $22.189 - $32.280 per hour. $40,400 - $58,749 per annum (Based on 35 hours per week) August 24, 2025

About Us

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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 Metis 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

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MacEwan University is seeking an Administrative Assistant for a full-time continuing opportunity with our Security Services department.


Reporting to the Operations Coordinator, you will support the Security department by providing administrative and operational assistance while maintaining the confidentiality of privileged and sensitive information. Your responsibilities will include coordinating meetings and events, maintaining efficient administrative processes, assisting with HR-related document preparation, managing departmental assets and inventory, overseeing records management, and processing departmental finances.

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KEY RESPONSIBILITIES INCLUDE:

Administrative Support

Responding to inquiries (phone, email, in-person) and redirecting as needed; Formatting, proofreading, and drafting routine documents (e.g., memos, letters, posters); Coordinating meetings and training sessions: schedules, prepares materials, drafts agendas, records minutes; Assisting with event logistics and collaborating with internal departments (e.g., Conference Services); Arranging travel, training, and professional development; Ordering and maintaining office supplies, uniforms, and equipment; and Compiling data for reports and presentations

Operational Support

Preparing HR-related documents Coordinating recruitment logistics: interview scheduling, candidate communication, onboarding/offboarding; Managing workspace assignments, IT setup, and access (phones, key cards, computers); Maintaining departmental website and intranet content in collaboration with Web Services; Overseeing asset and inventory management, including repairs and audits; and Sending campus-wide communications regarding holiday building hours.

Records Management

Acting as department Records Coordinator and key contact for information management; Maintaining compliance with records retention policies and related legislation; Managing paper and electronic filing systems; and Tracking training and licensing documentation for Security/Peace Officers.
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SKILLS

You will have:

Demonstrated excellence in time management and organizational skills; The proven ability to take initiative, work independently, and manage multiple projects or priorities with minimal supervision; Strong attention to detail with advanced proofreading and editing capabilities; Experience and an aptitude for preparing professional reports, correspondence, and documentation; Effective problem-solving skills with a high level of accuracy and precision; Exceptional verbal, written, and interpersonal communication skills; The reliability to handle confidential information with sound judgment and discretion; and Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams), Adobe Acrobat Pro, and SharePoint.
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QUALIFICATIONS

A minimum of 3 years of well-rounded administrative support experience, including meeting coordination, financial coordination, records management and communications support. A minimum of a post-secondary diploma in Office Administration or related field. Experience working in a post-secondary environment and/or a security office would be an asset. An equivalent combination of education and experience may be considered.
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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