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Added 2 mins ago
KI
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MaKami College

Faculty Administrative Assistant

AB, Canada
Edmonton, AB, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 6, 2026
Posting language: English
Posted: Oct 7, 2026

Original job description

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 VitalSource 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 graduation records.
Reply to student emails or assign emails to the relevant staff member.
Update and manage faculty inventory, supplies, and the supply catalogue on SharePoint.
Assist with troubleshooting classroom technology and teaching tools.
Facilitate the use of online platforms and resources for faculty and students, including Moodle, Classroom Screen, and other office software such as Microsoft To Do.
Become the knowledge hub for faculty operations, timelines, and events.
Actively work toward improving, developing, and introducing new faculty systems in collaboration with leadership.
Other Duties as Assigned.

Education And Experience

Diploma or certificate in Administration or a related field or related experience
Experience in Early Childhood programs or businesses.
Minimum one-two years in an administrative role or related experience
Proficiency in MS Office, SharePoint, Office 365, and LMS (MOODLE).

Perks & Benefits

Health Spending & Lifestyle Accounts
Educational Allowance for Professional Development
Emergency Allowance for Unexpected Needs
Free Massages at Our Student Clinic
Discounts on College Programs & Courses
Staff Discount in College Store
On-Site Gym Access
Free Parking

Qualified candidates should reply to this ad with their cover letter and resume. This position will remain open until a suitable candidate is found. We thank all applicants for their interest, but only those who meet our criteria will be contacted to continue in our process.

Apply About employer

More about this job

Responsibilities

Provide administrative support for ELCC faculty operations, including scheduling, records, communications, resources, budgets, and reporting. Coordinate student services and academic activities such as tutoring, onboarding, course materials, events, and progress monitoring, while helping develop faculty systems.

Requirements

A diploma or certificate in administration or a related field, or related experience, is required, along with at least one to two years in an administrative role or equivalent experience. Experience in early childhood programs or businesses and proficiency with Microsoft Office, SharePoint, Office 365, and Moodle are also specified.

Skills

Administrative Support
Scheduling
Event Planning
Written and Verbal Communication
Organization
Adaptability
Records Management
Database Management
Student Support
Budget Monitoring
Data Collection and Reporting
Microsoft Office
SharePoint
Office 365
Moodle
Technology Troubleshooting

Benefits

Health Spending Account
Lifestyle Account
Educational Allowance for Professional Development
Emergency Allowance
Free Massages at the Student Clinic
Discounts on College Programs and Courses
College Store Discount
On-Site Gym Access
Free Parking

Visa sponsorship

Not detected in the job text

Keywords

ELCC
Faculty Administration
Administrative Support
Early Childhood Programs
Scheduling
Event Planning
Student Services
Faculty Records
SharePoint
Microsoft Office
Office 365
Moodle
Learning Management System
VitalSource
Classroom Screen
Microsoft To Do
Curriculum Gate
SALT
Calendar Spots
Student Tutoring
Student Recruitment
Course Evaluations
Budget Monitoring
Expense Claims
Practicum Support
Academic Events
Student Progress Monitoring
Data Collection and Reporting

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