Bow Valley College is Looking for Administrative Assistant Full Time

Bow Valley College is the largest and fastest growing Comprehensive Community College in Alberta. We have locations across southern Alberta helping 17,000 learners each year. Our mission is to contribute to the vitality of communities and strength of the economy through innovative adult education programs and services which equip students for successful living, lifelong learning, and employment in a global knowledge-based environment.

Why work at Bow Valley College?

Bow Valley College is made up of employees who are committed to our learners´ success, as well as each other´s. Our staff and faculty consistently say it is the people who keep them at the College, the opportunity to make a difference in the lives of our students, and the incredible support they receive from their co-workers and supervisors.

We are currently accepting applications for the position of Administrative Assistant (continuous).

This position reports to an Associate Dean in the School of Global Access. It will assist with the administrative operation of LINC Career Services and SGA reception.

The Administrative Assistant may also work directly with learners and clients by responding to front line inquiries, organizing and scheduling program operations, and liaise across other College departments regarding student enrolment, course information, and other inquiries.

Program Support

• Creates and assists in room bookings and arrangements for meetings, internal testing, and presentations.
• Liaises with Office of the Registrar, program chairs, and instructors to set up and manage enrollments.
• Generates, amends, and distributes reports from student information system as needed.
• Becomes knowledgeable about specific program requirements and offerings to be able to respond to client and student emails, phone and face to face inquiries.
• Corresponds with learners on matters of enrollment and course confirmation.
• Supports course registration on an ongoing basis.
• Assists and participates in SGA/Intercultural Centre events and information sessions (including planning, preparation and follow-up)
• Compiles, manages and distributes program information.
• Sends and receives program correspondence.
• Maintains information and records, tracks and manages data.
• Supports all administrative processes related to the program throughout the academic term, including:

• Addressing Faculty, learner and client requests as needed
• Assisting with inquiries such as funding, withdrawals, deferrals, attendance, placements
• Drafting and sending out routine correspondence and email announcements
• Triaging customer requests and determining if requests require additional assistance
• Making referrals to other program areas (Learner Success Services, Office of the Registrar, etc.) as required
• Booking learner appointments and ensuring they are necessary (screen or redirect as necessary
• Ordering office supplies and requests for maintenance of equipment

• Reception and customer service duties as assigned.

Reporting

• Inputs and tracks data in College and government databases in timely and accurate manner.
• Trains in any software/databases necessary for program area (such as iCare, Agresso).
• Collects and compiles necessary data for reporting purposes in collaboration with the program chairs.
• Assists any new users and ensures cross-training as appropriate.
• Assists with the implementation of new processes and policies as they arise.

Associate Dean/Manager Support

• Provides administrative support to an Associate Dean or Manager and this person’s direct reports.
• Carries out general administrative duties as assigned, including:

• Scheduling appointments
• Facilitating and maintaining files and forms

Other Duties as Required

• Participates in SGA initiatives when needed.
• In addition, will be cross-trained in other admin positions within the department, and is expected to assume the required duties of peers during vacation and other absence periods.

Job Requirements:

Minimum Qualifications

• Certificate in Office Administration or related
• 2 years in an Administrative or related role
• Demonstrated customer service experience and strong interpersonal communication skills
• Demonstrated ability to multi task, work independently and in a team based environment
• An equivalent combination of education and experience may be considered
• Police Information Check may be required

Preferred Qualifications

• Related working experience with various computer applications
• Experience working in a multicultural office environment preferred

This is a continuous (AUPE) position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

Diversity and Inclusion Commitment

Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.