Administrative Assistant - Education Sector

Altis; Surrey; On-site; CAD 34,000 - 39,000; Full time

Job summary

Altis in Surrey, BC is seeking an organized administrative professional for a short-term on-site role from late November to late December. This position supports department Chairs and the Deans Office with emails, scheduling, reporting, and minutes. The role offers a 35-hour work week (8:30 a.m.

– 4:30 p.m., Monday–Friday) in a collaborative academic setting. You will work with SharePoint, Banner, Excel, and AD ASTRA, help prepare materials, and ensure deadlines are met.

Qualifications

• 2+ years of relevant administrative or office support experience.
• Post-secondary education or experience in a post-secondary environment preferred.
• Experience preparing agendas and taking clear meeting minutes is highly valued.
• Strong organizational and time-management skills with multiple priorities.
• Proficiency with Excel and Microsoft Office; SharePoint familiarity is an asset.
• Ability to learn internal systems quickly; AD ASTRA or similar scheduling platforms are a plus.
• On-site in Surrey five days per week for the duration of the assignment.

Responsibilities

• Provide day-to-day administrative support to department Chairs and the Deans Office, reporting to the Administrative Coordinator.
• Monitor and respond to emails, follow up on requests, and help ensure deadlines and priorities stay on track.
• Assist with scheduling and timetabling activities; gather information and maintain documentation.
• Pull reports, complete fact-checks, compile information into templates, and review documentation for accuracy.
• Support department and committee meetings, including preparing materials, taking minutes, and following up on action items.
• Work with internal systems and tools including SharePoint, Excel, Banner, and AD ASTRA.
• Troubleshoot administrative requests and coordinate with the Administrative Coordinator as needed.
• Support other administrative priorities as assigned, including correspondence and tracking systems.

Skills

Administrative experience

Organizational skills

Communication skills

Time management

Detail-oriented

Independent worker

Education

Post-secondary education or experience in higher ed

Tools

SharePoint

Banner

AD ASTRA

Excel

Microsoft Office

Job description

Location: Surrey, BC (On-site, 5 days per week)
Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m. with a 1-hour lunch (35 hours per week)
Duration: November 23 to December 23, with potential for extension
Compensation: $25 - 28/hour
Requirements: Criminal Record Check required

About the Opportunity

Are you an organized administrative professional who enjoys working in a fast-paced, collaborative environment? This is a great short-term opportunity to support a busy post-secondary team, working closely with department Chairs, the Deans Office, and an Administrative Coordinator.

In this role you'll provide hands-on administrative and project support across two departments, helping troubleshoot requests, respond to emails, support scheduling and timetabling activities, prepare reports and templates, and keep time-sensitive priorities moving forward. You may also provide committee support, including preparing materials and taking formal meeting minutes.

What's In It for You

• Join a collaborative post-secondary environment and work directly with experienced academic and administrative teams.
• Gain exposure to Faculty operations, department scheduling, committees, reporting, and higher education processes.
• Take on a varied assignment where priorities are clearly defined but no two days are exactly the same.
• Build experience with systems including SharePoint, Excel, Banner, and internal scheduling platforms.
• Potential opportunity for the contract to extend beyond the initial one-month term based on business needs and performance.

Your Responsibilities

• You'll provide day-to-day administrative support to department Chairs and the Deans Office, reporting to the Administrative Coordinator.
• You'll monitor and respond to emails, follow up on incoming requests, and help ensure deadlines and priorities stay on track.
• You'll assist with scheduling and timetabling activities, including gathering information, maintaining documentation, identifying discrepancies, and supporting solutions.
• You'll pull reports, complete fact-checks, compile information into established templates, and review documentation for accuracy.li>
• You'll support department and committee meetings, including preparing materials, taking and distributing minutes, and following up on action items as required.
• You'll work with internal systems and tools including SharePoint, Excel, Banner, and AD ASTRA.
• You'll help troubleshoot administrative requests and work with the Administrative Coordinator when questions or issues arise.
• You'll support other administrative priorities as assigned. The underlying position includes correspondence, tracking systems, documentation, and general department coverage.

Skills and Qualifications

• 2+ years of relevant administrative or office support experience; experience in a post-secondary environment would be a strong asset.
• Post-secondary education or experience working within a post-secondary institution is preferred.
• Previous experience preparing agendas and taking clear, concise meeting minutes is highly valued.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and overlapping deadlines in a busy environment.
• Strong written and verbal communication skills, with excellent attention to detail and accuracy.
• Intermediate Excel skills and comfort working with Microsoft Office and SharePoint; familiarity with Banner is an asset.
• Ability to learn new internal systems quickly; experience with AD ASTRA or similar scheduling platforms would be an asset.
• Comfortable working independently while knowing when to elevate questions or concerns to the Administrative Coordinator.
• Able to work on-site in Surrey five days per week for the duration of the assignment.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.