Administrative Assistant, Residence Services
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Benefits offered by this job
Job summary
Olds College of Agriculture & Technology is seeking an Administrative Assistant, Residence Services to deliver front desk operations and high-quality student support. You will manage inquiries, payments, mail, and records while maintaining confidentiality and aligning with AUPE collective agreements.
The role requires a two-year diploma in a related field and 1–2 years of relevant experience. Join a collaborative team, support residence programs, and contribute to a welcoming campus experience.
Qualifications
- Minimum two-year diploma in Business Administration, Office Administration, Communications, Hospitality, or a related field
- Minimum 1-2 years of administrative, customer service, reception, or student service experience
- Experience in a post-secondary environment is preferred
- Experience with student information systems, residence management systems, and administrative software is considered an asset (StarRez and Banner preferred)
- Proficient computer skills including Google Suite, MS Office, and database programs
- Strong organizational and time management abilities
- Superior written, oral and interpersonal communication skills
- Ability to maintain confidential information
Responsibilities
- Serve as the primary front-line contact for Residence Services, providing professional, courteous service
- Respond to inquiries in person, by phone, email, and through other communication channels
- Manage residence reception operations, including visitor support and general information services
- Provide accurate information regarding residence procedures, policies, timelines, and campus resources
- Maintain a welcoming, student-focused environment and promote positive customer experiences
- Coordinate communications, respond to inquiries, process payments, and manage mail and key services
- Assist with data entry, record maintenance, and document preparation using institutional systems
- Plan and evaluate residence marketing and recruitment initiatives and engagement activities
- Coordinate move-in/move-out and other operational activities
- Support promotion and engagement initiatives to boost occupancy
Skills
Education
Tools
Job description
AUPE Regular Full-Time OLDS, AB, CA
6 days ago Requisition ID: 2307
Salary Range: $54,007.70 To $62,947.19 Annually
Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century. Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada’s Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship. We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.
This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement Job Classification: Administrative Assistant I
The Administrative Assistant,Residence Services provides administrative, operational, and customer servicesupport for Residence Services. As the primary front-line contact for students,families, guests, and campus stakeholders, this position is responsible for theefficient delivery of front desk operations, student support services,communications, and administrative processes that contribute to a positiveresidence experience.
The position supports daily residenceoperations by coordinating communications, responding to inquiries, processingpayments, managing mail and key services, maintaining student records,coordinating maintenance requests, and assisting with student engagementinitiatives. Working closely with Residence Services staff and campus partners,the Administrative Assistant ensures students receive timely information,appropriate referrals, and exceptional customer service while supporting theeffective operation of residence facilities and programs.
- Serveas the primary point of contact for Residence Services, providing professional,courteous, and responsive service to students, families, guests, and campusstakeholders.
- Respondto inquiries received in person, by phone, email, and through othercommunication channels.
- Manageresidence reception operations, including visitor support, guest intake, andgeneral information services.
- Provideaccurate information regarding residence procedures, policies, timelines, andcampus resources.
- Maintaina welcoming, student-focused environment that promotes positive customerexperiences.
- Provideadministrative support for Residence Services operations and departmentalinitiatives.
- Maintainstudent records, departmental files, and administrative documentation inaccordance with privacy legislation and institutional policies.
- Supportthe processing of payments, deposits, and related transactions while adheringto established financial controls and procedures.
- Assistwith data entry, record maintenance, and document preparation usinginstitutional systems and software.
- Incollaboration with the Manager, Residence Services, plan, coordinate, andevaluate residence marketing and recruitment initiatives including Level Up,Discover Residence, residence tours, move-in and move-out programming, OpenHouses, Discovery Days, and other engagement activities.
- Supportthe coordination of residence move-in, move-out, and operational activities.
- ManageResidence Services communication channels, including departmental emailaccounts, office phones, and shared communication platforms.
- Draft,distribute, and maintain routine communications for students, families, andstakeholders.
- Createand schedule content for Residence Services social media channels.
- Maintainand update Residence Services webpages, digital resources, and student-facinginformation portals to ensure information remains current and accurate.
- Assistwith promotional and engagement initiatives that support residence awarenessand occupancy goals.
- Providefirst-line support to students regarding residence inquiries, processes, andservices.
- Identifystudent needs and make appropriate referrals to campus resources includingHealth & Wellness, Security Services, Dining Services, Student Services,the Registrar's Office, and other support areas.
- Assistin resolving routine student concerns and elevate complex issues toappropriate Residence Services staff.
- Supportstudent engagement initiatives and contribute to a positive residence communityenvironment.
- SupportingStudent Staff Operations which could include setting work schedules, delegatingdaily front desk tasks
- Communicateupdates to students when appropriate.
- Coordinateincoming and outgoing mail and package distribution for residents.
- Supportresidence access management, including key card issuance, troubleshooting, andrecord maintenance.
- Assistwith room inspections, inventory tracking, and operational readinessactivities.
- Supportresidence events, programming, tours, orientations, and special projects asrequired.
- Minimum two-year diploma in Business Administration, Office Administration, Communications, Hospitality, or a related field
- Minimum1-2 years of administrative, customer service, reception, or student serviceexperience
- Experiencein a post-secondary environment is preferred
- Experience with student information systems, residence management systems, and administrative software is considered an asset Experience with StarRez and Banner is preferred
- Possess excellent computer skills including Google Suite, MS Office and database programs
- Ability to complete work accurately with appropriate attention to detail
- Strong organizational and time management abilities
- Superior written, oral and interpersonal communication skills
- Ability to maintain confidential information
- Demonstrate good reasoning and decision making skills
- Displays honesty, integrity and a strong sense of ethics in all decisions and actions.
- Ability to comply with and follow established policies, procedures, guidelines and direction in effect and applicable.
- Manages financial transactions with a high level of internal controls ensuring accuracy, completeness and proper controls in cash handling, the segregation of duties and reconciliations
- Demonstrate a strong dedication to promoting inclusivity and diversity by actively seeking out and valuing diverse perspectives, fostering a welcoming and supportive environment for individuals of all backgrounds, and continuously striving to create a culture of respect and understanding
- Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College and show a proactive attitude towards safety measures, continuously striving to enhance safety protocols and instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting
- Current Criminal Reference check with a Vulnerable Sector Check that is free of any offenses.
- Must respect and actively promote health and safety policies.
- Extended Health, Dental, and Prescription Drugs benefits
- Health/Personal Spending Account
- Paid Holiday Closure
- ‘Olds College in the Community’ volunteer leave
- Professional development and opportunities for growth, including employee and family tuition waivers
We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted.
Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.
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