Program & Operations Assistant

Cmsa Ascv; Canada; Hybrid; CAD 50,000 - 58,000; Part time

Benefits offered by this job

Extended Health benefits

Health Spending Account

Paid Holiday Closure

Volunteer leave

Professional development and tuition/f

Job summary

Olds College of Agriculture & Technology in Alberta is seeking a part-time Program & Operations Assistant to provide administrative, operational, and academic support for school programs. You will serve as the Dean's Office receptionist, coordinate scheduling, workload data, minutes, and committee support, and handle logistics across the department.

Responsibilities include front desk duties, calendar management, meeting preparation, document preparation, and processing contracts and supplies

Qualifications

• Minimum Certificate or Diploma in Office Administration, Business Administration, or a related field.
• Minimum 2 years of progressively responsible administrative support experience, preferably in a post-secondary or complex educational environment.
• Direct experience with academic scheduling software and committee support/minute-taking is preferred.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and/or Google Suite (Docs, Sheets, Slides), and database/scheduling software.
• Strong organizational and time-management skills with high attention to detail in a fast-paced environment.
• Superior written and oral communication skills for effective minute-taking and stakeholder interaction.
• Ability to handle confidential data, act with discretion, and exercise sound judgment.

Responsibilities

• Coordinate master program schedules and room allocations using institutional software.
• Support scheduling of Instructional Assistants to balance instructional needs.
• Input faculty workload data and track instructional parameters.
• Provide secretariat support for program meetings, curriculum committees, and reviews, including agendas and minutes.

Skills

Microsoft Office

Google Suite

Scheduling software

Database software

Attention to detail

Time management

Communication skills

Confidential data handling

Education

Certificate or Diploma in Office Administration/Business Administration

Tools

Academic scheduling software

Database software

Job description

Salary Range: $50,052.91 To $57,880.11 Annually

About Olds College of Agriculture & Technology

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.

The Opportunity - Program & Operations Assistant (Part-Time Permanent, up to 30 hours per week)

The overall purpose of this position is to provide comprehensive administrative, operational, and academic support to ensure the efficient execution of school programs and daily office functions. Operating under general direction within institutional guidelines, this role serves as the primary receptionist for the Dean's office, coordinates departmental logistics, and executes critical program support including workload management, scheduling, and curriculum meeting administration. This position directly contributes to organizational success by ensuring seamless operational workflows, timely academic coordination, and exceptional service to students, staff, and visitors.

Key Job Functions

Academic & Instructional Assistant (IA) Scheduling Coordination

Coordinates, builds, and maintains master program schedules based on course offerings and room allocations using institutional software, as distributed by the Office of the Registrar.

Supports the scheduling of Instructional Assistants (IAs) to balance and fulfill instructional support needs.

Faculty Workloading & Academic Committee Support

Complies and inputs faculty workloading data, tracking instructional ratios and instructional contract parameters.

Provides administrative secretariat support for program meetings, curriculum committees, and operational reviews, including drafting agendas, compiling background materials, taking minutes, and tracking action items.

Operations Coordination & Departmental Logistics

Coordinates daily operational logistics across the School, including facility work requests, equipment use, and shipping/receiving coordination and communication between other departments.

Coordinates academic program materials.

Assists with contract documentation processing, expense logging, and inventory tracking for office and instructional supplies.

Administrative Support to the Dean & Front Office Reception

Acts as the primary point of contact and receptionist for the office, greeting visitors, managing incoming calls/emails, and answering general program inquiries.

Provides administrative support to the Office of the Dean, including calendar management, scheduling meetings, preparing documents, and managing incoming/outgoing mail.

Education/Experience/Skills/Knowledge Required

Minimum Certificate or Diploma in Office Administration, Business Administration, or a related field. Combination of related education may be considered.

Minimum 2 years of progressively responsible administrative support experience, preferably in a post-secondary or complex educational environment.

Direct experience with academic scheduling software and committee support/minute-taking is preferred

Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and/or Google Suite (Docs, Sheets, Slides), and database/scheduling software.

Strong organizational and time-management skills with high attention to detail in a fast-paced environment.

Superior written and oral communication skills for effective minute-taking and stakeholder interaction.

Ability to handle confidential data, act with discretion, and exercise sound judgment.

Olds College offers a competitive benefit plan

• 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.