Administrative Assistant - Wellness

NorQuest College; Edmonton; On-site; CAD 54,000 - 70,000; Full time

Benefits offered by this job

AUPE benefits

Flexible work options

Job summary

NorQuest College is seeking an Administrative Assistant II for the Student Health and Wellness Centre in Edmonton. You will provide front-line triage and triage learner requests for counselling, wellness, accessibility, and health services while coordinating appointments and maintaining confidential records.

The role supports a multidisciplinary team, assists with events, and helps ensure a welcoming, trauma-informed environment for learners, staff, and the community.

Qualifications

• One-year post-secondary certificate in Administration, Finance, or related field.
• Experience in office administration and customer service, ideally in mental health or healthcare.
• Ability to manage confidential information with discretion and sensitivity.

Responsibilities

• Screen, triage, and route learner requests to appropriate services.
• Provide front-line support during crises and health-related situations.
• Coordinate, schedule, cancel, and reschedule appointments across services.
• Maintain confidential records and support data management systems.
• Train and mentor new administrative staff on procedures and tools.
• Support events and engagement activities within the Centre for Growth & Harmony.

Skills

Active listening

Customer service

Communication

Crisis awareness

Multitasking

Office software

Education

Certificate in Administration/Business

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

COMPETITION NUMBER: 1832

CLOSING DATE: September 7, 2026 @ 11:59 PM MDT

STUDENT HEALTH AND WELLNESS CENTRE

Reporting to the Manager of Wellness, the Administrative Assistant provides front-line service to learners accessing counselling, accessibility, wellness, community support, violence prevention, and health services. As a key point of contact within the Centre for Growth & Harmony, this role provides learner triage, appointment coordination, administrative support, and operational assistance to a multidisciplinary team within Wellness and Accessibility Services.

This position requires strong analytical, problem-solving, and customer service skills, combined with the ability to apply a confidential and trauma-informed lens when supporting vulnerable, at‑risk, distressed, or dysregulated learners. Working in a fast-paced environment, the Administrative Assistant manages competing priorities while fostering a welcoming, supportive, and professional experience for learners, staff, and community members.

This is a casual position.

What You’ll Make a Difference

• Screen, assess, and triage learner requests received by phone, email, and in person to ensure learners are connected to the appropriate service.
• Provide front-line support to learners experiencing crisis, distress, medical emergencies, homelessness, abuse, financial crisis, or other urgent situations.
• Coordinate, schedule, cancel, and reschedule appointments for counselling, wellness, accessibility, community support, violence prevention, and health services.
• Support accessibility services by responding to inquiries and coordinating appointments and related services.
• Guide learners through workplace injury reporting processes and connect them with appropriate resources and supports.
• Provide administrative support including room bookings, office and medical supply requisitions, records management, expense reporting, shipping and receiving, and departmental documentation.
• Maintain confidential records, data management systems, calendars, process manuals, and secure documentation in accordance with established procedures and privacy requirements.
• Train and support new administrative staff on processes, scheduling systems, records management, and operational procedures.
• Support learner events, open houses, orientation activities, promotional initiatives, and student engagement activities across the Centre for Growth & Harmony.
• Collaborate with internal departments and external service providers to support learner success, health services, accessibility services, safety initiatives, and overall departmental operations.

What You Bring

• One-year post-secondary certificate in Administration, Finance, Business, or a related field.
• One to two years of experience in office administration and customer service, preferably in a mental health, healthcare, or clinic setting.
• Strong active listening, customer service, communication, and problem-solving skills.
• Experience working with multiple computer applications and proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Demonstrated ability to work under pressure, manage competing priorities, and respond appropriately to crisis situations.
• Experience applying sound judgment, crisis management, intervention techniques, and trauma-informed approaches when supporting individuals in distress.
• Basic First Aid, Mental Health First Aid, de-escalation training, and trauma-informed triage training are considered strong assets.

What MAKES YOU A DIFFERENCE MAKER?

As a Difference Maker You

• Assess learner needs and concerns and ensure they are connected to the appropriate service in a timely and supportive manner.
• Make sound decisions during high-stress, crisis, and emergency situations while recognizing when escalation or additional support is required.
• Recommend process improvements and operational efficiencies that enhance service delivery and learner support.
• Reflect the values of the College through culturally inclusive support, active listening, and respectful communication.
• Build positive relationships with learners, faculty, staff, community partners, and service providers while maintaining professionalism and confidentiality.
• Manage communication and ongoing contact with learners accessing services through the Centre for Growth & Harmony.
• Work independently within established policies, procedures, and confidentiality requirements while balancing multiple priorities and responsibilities.
• Demonstrate initiative, accountability, dependability, and a commitment to creating a welcoming and supportive environment for learners and staff.

SALARY

AUPE Band Level 5 | Administrative Assistant II | $25.88 – 33.64 hourly reflective upon what you bring AKA your education and experience. This is casual position with the Alberta Union of Provincial Employees (AUPE). For more information regarding the AUPE Collective Agreement, please check out this link. We are proud to be recognized as one of Canada's Most Admired Corporate Cultures.

We offer flexible work options. We strive for balance between a flexible work environment, connectedness to the campus community, and ensuring NorQuesters are set up to succeed in their roles and responsibilities.

Additional Information

Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

Required

For applicants who have completed post‑secondary studies from outside of Canada, it is required they obtain an assessment of their credentials from a recognized Canadian Credential Evaluator, such as:

• International Qualifications Assessment Service https://www.alberta.ca/international-qualifications-assessment
• World Education Services https://www.wes.org/ca/

We encourage applicants to include the assessment certificate as part of their application.

This competition may be used to fill future vacancies, across NorQuest College, at the same or lower classification level.

Our Commitment to Equity, Diversity, and Inclusion

We're on a journey to become an inclusive, anti‑racist, and decolonized organization. NorQuesters are trailblazers – we are curious, creative, and innovative - our lived experiences are honoured, creating accessibility and a sense of belonging for everyone.

NorQuest 2030 We Are Who We Include shares our strength and difference comes from who is included, and along with our students we are learning and growing to listen deeply and say what we feel.

NorQuest College is committed to being an employer of choice for First Nations, Métis, and Inuit people by recognizing, respecting, and supporting Indigenous people's self‑determination through the institution’s work in decolonization, reconciliation, and Indigenization.

Accessibility

At NorQuest, we are who we include. We strive to provide access and accommodation throughout the recruitment, application, and selection process. We want to create opportunities for you to confidently be your authentic self. If you would like an accommodation at any stage of the process, please reach out to [e-mail].