-(b) - Administrative Assistant (OA) - Metro Region (Akerley and IT Campus)

Nova Scotia Community College; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

An educational institution in Canada seeks an Administrative Support professional for their Adult Learning Program. Responsibilities include providing administrative assistance, managing student records, and facilitating intake assessments. The ideal candidate will have a post-secondary qualification in Business, experience in a fast-paced office, and excellent interpersonal skills. A commitment to diversity and inclusion is critical. This role offers the opportunity for significant community involvement and personal growth.

Qualifications

• Minimum of two years of recent and related occupational experience in a fast-paced office environment.
• Experience supporting/providing service to students and prospective students in a post-secondary educational environment would be considered an asset.

Responsibilities

• Provide administrative support services to the Campus ALP Counsellor.
• Manage digital record keeping and file management.
• Organize and co-coordinate regular intake assessments for ALP applicants.

Skills

Interpersonal skills

Customer service skills

Problem solving

Critical thinking

Communication

Coordination

Education

Post-secondary certificate or diploma in Business or Office Administration

High school diploma with 10+ years of administrative experience

Tools

SharePoint

PeopleSoft

Digital records management

Job description

What you'll do

Responsibilities

What you will be doing…

You will be reporting to the Academic Chairs managing the Adult Learning Program (ALP) in the School of Access, Education and Language at Akerley Campus and IT Campus.

You will provide a full range of administrative support services to the Campus ALP Counsellor. Your primary responsibilities will include digital record keeping and file management, inputting and retrieving data, running reports, managing and updating student records. Additionally, you will be the primary reception for the campus-based School office where you will greet students and respond to enquiries from students and prospective students. You will also organize and co‑coordinate regular intake assessments for ALP applicants, responding to enquiries and liaising with Admissions and the ALP Counsellor.

You will therefore provide the following support services :

• Field in‑person, telephone and email enquiries about the ALP program
• Identify applicants referred for entry into the Adult Learning Program
• Prepare the documents needed for the intake assessment process
• In collaboration with the ALP counsellor, schedule the intake assessments and readmit sessions for ALP applicants and candidates for readmission
• Maintain intake assessment decision records and submit to Admissions
• Maintain systems supporting graduate planning and tracking
• Assist with the counsellor's calendar management
• Maintain filing systems
• Support the planning and logistics of special events

What you'll need

Qualifications

Qualifications and Occupational Experience :

• The minimum educational qualification for this position is a post‑secondary certificate or diploma in Business or Office Administration. Or you have the recognized equivalency of high school diploma with significant (10+) years of administrative experience.
• You have a minimum of two years of (full‑time equivalent) recent and related occupational experience in a fast‑paced office environment.
• You have occupational experience that includes digital records management.
• You are familiar with and comfortable using computer applications for spreadsheets, word processing, file sharing, video conferencing, and email.
• Experience using SharePoint and PeopleSoft would be considered an asset.
• Knowledge of running reports from enterprise systems like PeopleSoft would be considered an asset.
• You are comfortable working in a digital environment; you take responsibility for acquiring knowledge about advancing technology; and you are committed to using technology in advancing your work.
• Occupational experience supporting / providing service to students and prospective students in a post‑secondary educational environment would be considered an asset.

Relevant Skills and Knowledge :

• You demonstrate a commitment to diversity, inclusion, equity, accessibility and anti‑racism.
• You possess excellent interpersonal skills and can interact at all levels of an organization.
• You are known for your superior customer service skills and can create a relationship of trust beyond the immediate interaction.
• Your superb team working skills enable you to contribute positively to a team environment.
• You are known for your problem solving and critical thinking skills.
• You are a strong communicator.
• You possess excellent coordination skills specifically related to organizing the flow of information in both virtual and in-person environments.
• You have proven records and information management skills.
• You demonstrate a strong commitment to excellence and community involvement.
• You are dedicated to life‑long learning.