Mount Royal University

Mount Royal University

Administrative Assistant



Job Title

Administrative Assistant

Requisition #


Job Type

Permanent (for any group)

Union or Employee Group



SAD04 Administrative Services IV

Position End Date (if applicable)


MRU Main Campus - Calgary, AB T3E 6K6 CA (Primary)


Please Note: There is a strong internal candidate for this position

About MRU

Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 36 majors.

Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.

Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.

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 position is a full-time permanent position starting on June 3, 2024 and working 35 hours per week.


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 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
  • Event Support

  • 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 support
  • General 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
  • Help students book appointments, access services, manage reception check- in
  • Act as the welcoming face of the department
  • Assist in the research, and activities to support data gathering and assessment of projects and activities
  • Special project support
  • 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
  • What We Offer

    Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.

    At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.

    Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre.

    Our campus offers the convenience of a medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees and the public.

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

    Closing Date: April 3, 2024

    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).

    All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and others currently eligible to work in Canada will be given priority.

    Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. Please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment athttps:// www.

    If you require an accommodation in order to participate in the recruitment process, please notify [email protected] and we will work together on the accommodation request.

    We thank all applicants for their interest. Only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Mount Royal University hires on the basis of merit and is strongly committed to fostering diversity as a source of excellence, intellectual and cultural enrichment, and social strength. We welcome applications from those who would contribute to the further diversification of our staff, faculty and their scholarship including but not limited to Indigenous Peoples, women, persons with disabilities and persons of any sexual or gender identity, ethnic, national or socio-economic background, religion or age.

    Job details


    Administrative Assistant


    Mount Royal University




    March 29, 2024

    Application deadline

    April 03, 2024

    Job type




    About the employer

    Mount Royal University is a well-established public university which was founded in 1910. This is a Canadian university which was created following a charter by the Alberta provincial government. It became a post-secondary institution in 1931 as Mount Royal Junior College, which offered transfer courses to the University of Alberta and later to the University of Calgary. In 1972, it shifted its base to a new campus in Lincoln Park, which was previously an air force base. It is in the year 2009 that this institution was granted its university status. In 2017, this university was awarded the Ashoka Changemaker Campus designation joining 44 universities which are excelling in the field of social innovation and change-making. The university currently offers 12-degree programmes and 32 majors with an average class size of 29 students.

    This university comprises various faculties, including a number of interesting fields of study. The Arts faculty of this university teaches subjects such as economics, justice, and policy studies, English, languages, and cultures, humanities, interior design, psychology, sociology and anthropology. The Bisset School of Business of this university specialises in subjects such as accounting, aviation, finance, general management, human resources, innovation and entrepreneurship, international business, marketing, social innovation and supply chain management. This university's School of Communication Studies focuses on subjects like broadcast media studies, information design, journalism and public relations.

    The university's Faculty of Health, Community and Education comprise Child Studies and Social Work, Education, Health and Physical Education, School of Nursing and Midwifery. The university's Faculty of Science and Technology includes child studies and social work, education, health and physical education, as well as School of Nursing and Midwifery. The university's Faculty of Science and Technology features biology, chemistry and physics, earth and environmental sciences, mathematics and computing. The university also has the Faculty of Continuing Education and Extension. This university has numerous institutes, such as Institute for Community Prosperity, Institute for Environmental Sustainability, Institute for Innovation and Entrepreneurship, Institute for Scholarship of Teaching and Learning and International Education.

    Its centres include the Centre for Community Disaster Research, Centre for Child Well-Being and Iniskim Centre. This university also has a library - Riddell Library and Learning Centre which was opened in 2017. With a seating capacity of 1,700 people, the library comprises 34 study rooms, 3-D printing facilities, and a cafe. This university also has a huge list of notable alumni which include Indo-Canadian Singer The PropheC, classical pianist Yuja Wang, Canadian actor Kavan Smith, Emmy-winning composer Dave Pierce, professional voice actor Kirby Morrow, motivational speaker Alvin Law, professional wrestler Bret Hart, and Emmy award-winning news anchor Chris Gailus

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