Compensation: $25/hour

Organizational Status: Temporary, part-time

Hours of Work: 20 hours per week

Supervisor: Healthy Campus Alberta Coordinator

Term of Position: October 16, 2023 – June 30, 2024 (potential to extend depending on status of funding)

Position Location: Work from home (involves travel for in person meetings and events)            

Reporting to the Healthy Campus Alberta Coordinator, the Administrative Assistant is responsible to perform a variety of administrative tasks to ensure the efficient and smooth operation of Healthy Campus Alberta.

This position will work closely with the Healthy Campus Alberta team to assist in office needs and manage the community’s general administrative activities.  This position includes managing the team schedule, making meeting and travel arrangements, preparing reports, and developing and maintaining the team shared workspace and drive. In the process of these activities this position will liaise with multiple partners in the post-secondary, community and government sectors.

Healthy Campus Alberta is a post-secondary community of practice comprised of students, post-secondary service providers, and community stakeholders who are dedicated to supporting post-secondary mental health on Alberta campuses. Healthy Campus Alberta aims to create an inclusive, collaborative, and community integrated approach to mental health and wellness across post-secondary institutions in Alberta. The community of practice achieves this through accessible and sustainable program ideas; sharing best practices and research; and fostering a culture of support and compassion for all post-secondary institutions across Alberta, all while recognizing their unique needs for success.  The Healthy Campus Alberta staff team works to facilitate and support the life of the Community of Practice.

The location for this position is flexible and is open (but not limited) to students. The Heathy Campus Alberta team works remotely using various online platforms. Some travel may be required for in-person meetings and events. This position is part-time for up to 20 hours per week. Work times are flexible, however, to support team collaborations and accommodate meeting times, this position requires a minimum of 12-16 hours per week to be worked Monday to Thursday during the workday (9:00 a.m. to 5:00 p.m. MT).

This position is offered through Healthy Campus Alberta, a named project under the Canadian Mental Health Association, Alberta Division. 

Position duties will include the following:

• Schedule meetings (i.e., community meetings, HCA Design Team, Coordinator meetings) including making any travel arrangements, organizing agendas, taking notes, and following up on actions
• Manage the team calendar and meetings (including scheduling, space, agendas, and travel arrangements)
• Coordinate the tracking of team timelines and tasks by taking meeting notes and updating task trackers (i.e., Planner in Microsoft Teams)
• Support the preparation of regularly scheduled reports (including grant proposals, grant reports, CMHA board and internal reports)
• Create and manage surveys in Survey Monkey and preliminary data analysis
• Maintain the team shared drive and online space including tools such as Zoom and Padlet
• Submit and reconcile expense reports and cheque requisitions including any HCA Travel Reimbursement Fund payments
• Support the Event Assistant and Community Engagement Assistant with the coordination of event logistics
• Collaborate with other members of the Healthy Campus Alberta team to evaluate the effectiveness/sustainability of the events and tools and make recommendations for improvement
• Active participation in the Healthy Campus Alberta team including attending in-person orientation day, weekly meetings, events and interacting on the online team platform

Qualifications

• The successful candidate should possess the following:
  • Interest in/and understanding of post-secondary mental health
  • Proven experience as an administrative assistant, virtual assistant or office administrative assistant
  • Knowledge of office management systems and procedures
  • Proficiency in Microsoft Office (Excel, Powerpoint and Word in particular)
  • Experience with Microsoft Office Business Essentials an asset
  • Experience with Survey Monkey and Canva an asset
  • Excellent time management skills and the ability to prioritize work
  • Strong organizational skills and ability to think in systems
  • Ability to work independently and manage tasks
  • Superior attention to detail and problem solving skills
  • Possesses tact and discretion and maintains confidentiality
  • Excellent verbal and written communication skills
  • Post-secondary education / preference given to business and administration education and experience