Faculty Administrative Assistant

Brief Description Work in a purpose driven career with MaKami College, a public post-secondary college that has been helping students for over 20 years, with locations in Edmonton and Calgary, Alberta. Brief Description Work in a purpose driven career with MaKami College, a public post-secondary college that has been helping students for over 20 years, with locations in Edmonton and Calgary, Alberta.

MaKami College offers students in-person, online, and blended programs in Massage Therapy, Health Care Aide, Business Administrative Assistant, Medical Office Assistant, and more. Rapidly growing, we are working to expand our campuses and are continuously working to add programs to our course catalogue. We work with our team to grow and develop in areas they are passionate about, focusing on our MaKami Pillars - Leadership, Professionalism, Helpfulness, and Inspiration.

MaKami team members are provided with many opportunities for professional career growth in a fulfilling and dynamic work environment. The ELCC Faculty Administrative Assistant provides administrative support to ensure efficient faculty operations and student services within the ELCC department. Responsibilities include managing faculty schedules, organizing events, overseeing resources, and supporting faculty in meeting program needs. This role requires strong organizational, communication, and adaptability skills to thrive in a dynamic academic environment.

This is a new faculty, and the role responsibilities will adapt as the faculty grows.

Duties & Responsibilities

• The ELCC Faculty Administrative Assistant will complete the listed job duties and any other duties assigned by the Supervisor, Lead Instructors, and Department Head.
• Schedule faculty meetings, classes, tutoring sessions, and events using the booking system.
• Coordinate and confirm appointments for department and inter-department meetings.
• Assist in event planning.
• Respond promptly to internal and external inquiries and manage the department email system.
• Prepare and distribute departmental newsletters, memos, and announcements.
• Maintain and manage confidential faculty records, including CVs, contracts, and evaluations.
• Digitize office records from paper copies and upload them to SharePoint.
• Organize departmental filing systems and update databases regularly.
• Track student grades and Moodle completion statuses to recommend further support, including maintaining Curriculum Gate monitoring and supports.
• Assist with performance, evaluation, and other administrative reports.
• Organize and submit supply requests to the Department Head using the designated system.
• Maintain and update the master calendars for cohorts as needed.
• Update directory scheduling and input information into the directory.
• Assist faculty in preparing course materials, including syllabi, handouts, and digital resources.
• Assist with the Learning Management System (Moodle) to support students.
• Facilitate textbook access through Vital Source and assist students with its use.
• Support faculty with orientation and onboarding for new students.
• Plan and organize academic events, such as guest lectures and story-time sessions.
• Coordinate student registration for First Aid, WHMIS, and Food Safety courses at appropriate times, including uploading police checks and providing reminders and follow-ups.
• Assist with student recruitment events, including open houses, orientations, and community events.
• Track project deadlines and deliverables, manage Moodle course start and end dates, and alert the team on progress.
• Support the Practicum Department as needed.
• Organize tutoring sessions in collaboration with instructors and SALT (Strategic Academic Learning Team).
• Organize and track faculty professional development workshops and seminars.
• Coordinate faculty travel arrangements through the College’s systems.
• Collect student course evaluations and track teaching performance metrics.
• Complete data collection, recording, evaluation, and reporting.
• Assist in preparing and monitoring departmental budgets.
• Track faculty-related expenditures, including supplies and expense log submissions, and submit them to the Department Head.
• Handle office supply, book, and equipment requests for faculty using the department’s supply request spreadsheet.
• Receive and process faculty personal expense claims and mileage claims for Department Head approval.
• Coordinate student tutoring using the Calendar Spots system.
• Schedule and manage advising-related communications.
• Monitor student progress and…