Administrative Assistant

Reporting to the Director of Information Technology, the incumbent provides administrative support to the Department. Duties include word processing, maintaining filing systems, keeping accounting records, maintaining several databases, arranging cell phone purchases, and help desk inquiries, updating departmental Web pages, ordering office supplies and performing other related duties.

Position Responsibilities

• Type correspondence and other departmental materials.
• Maintain departmental filing systems by organizing and adding new files and updating current files.
• Assist the IT Steering Committee with agendas, minutes, reports and website.
• Complete time sheets and forward to Payroll.
• Order office supplies and other materials as required.
• Coordinate shipping and receiving for the department.
• Maintain departmental web site.
• Maintain Software licenses and sign out software and software keys for installation.
• Maintain certain databases including software, computer, network equipment and parts inventories as well as software site license agreements.
• Coordinate setup of new personal computers by contacting users and entering work tickets.
• Support various software packages and train users in their use (MS Office, MS Exchange, QAS, etc).
• Administer university cellphone contract, policies and services, which may include taking occasional after hours emergency calls.
• Coordinate phone bills and interactions with incumbent telephone service provider.
• Maintain a record of departmental operating expenditures and reconcile records with monthly reports from Financial Services.
• Invoice for AV services and billable work orders.
• Do P‑card purchasing of various items and reconcile monthly P‑card statements.
• Serve as back up to Help Desk Analysts during the absence of staff by taking calls, entering work order information, solving problems and referring calls to the appropriate persons.
• Support technicians with well supervised tasks such as imaging computers, installing software, etc. when required.
• Perform other related duties as assigned.

Qualifications / Skills

If you are interested in the challenges and opportunities this position has to offer, we want to hear from you! Please submit a resume and cover letter by uploading them using the submission link provided below. Documents should be submitted in PDF format and clearly labeled with your full name.

Only those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Application materials will be collected for recruitment purposes only and handled in accordance with the University’s privacy and records-management practices. If you experience any difficulty accessing the link, please contact hr@mta.ca for assistance. Review of applications will begin on January 23, 2026.

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus.

#J-18808-Ljbffr