Student Advisory Services Administrative Assistant

MaKami College; Calgary; On-site; CAD 46,000 - 53,000; Full time

Job summary

A prominent educational institution in Calgary is seeking an Administrative Assistant to support student enrollment processes. The successful candidate will assist in managing records, correspond with students, and support various administrative tasks. Qualifications include a diploma in Office Administration and experience in an administrative role, preferably in education. This position offers a full-time permanent role with a salary of approximately $46,010 plus an annual health allowance.

Benefits

Annual health allowance of $1,800

Qualifications

• Minimum of two years of experience in an administrative role.
• Experience with student information systems or CRM software preferred.
• Demonstrated ability to handle confidential information.

Responsibilities

• Collaborate with various departments to organize data.
• Draft professional correspondence for team members.
• Respond to inquiries from students and external stakeholders.

Skills

Office Administration

Customer Service

Microsoft Office Suite

Data Management

Education

Diploma or Certificate in Office Administration

Post-secondary education in student services

Tools

Microsoft Word

Microsoft Excel

CRM software

Job description

Overview

At MaKami College, student success is our top priority, and we’re excited to grow our team with an Administrative Assistant who is passionate about supporting students throughout their enrollment journey.

In this role, you’ll be the go-to person for helping students with enrollment documents and navigating the process of starting their studies. You’ll also work closely with our Student Advisory Services team and other departments to keep records accurate, processes efficient, and students informed. Your work will directly support student success, helping to create a positive and seamless experience from the first point of contact through to program enrollment.

Responsibilities

• Collaborate with various departments to collect, validate, and organize data from different sources including student information systems, surveys, financial information systems, and external sources.
• Draft professional letters and emails on behalf of team members, ensuring tone and content align with MaKami College’s values and standards.
• Respond promptly and courteously to emails, phone calls, and in-person inquiries from students, staff, and external stakeholders.
• Relay messages accurately and ensure timely follow-up to maintain smooth communication flow within departments.
• Perform routine clerical tasks including filing, typing, copying, faxing, and scanning with attention to detail and confidentiality.
• Maintain both digital and physical filing systems, ensuring documents are organized, secure, and easily retrievable.
• Monitor and replenish office supplies, coordinating with vendors when necessary.
• Provide accurate information to students and faculty regarding schedules, policies, and procedures.
• Handle sensitive student information in compliance with privacy regulations and institutional policies.
• Assist with onboarding and orientation activities for first- and second-year students, helping them navigate college resources and expectations.
• Support the planning and execution of key events such as graduation ceremonies, student orientations, and workshops.
• Coordinate logistics including venue booking, materials preparation, guest communication, and day-of-event support.
• Collaborate with other departments to ensure events run smoothly and reflect the professionalism of MaKami College.
• Review and refine administrative systems to improve efficiency and reduce redundancies.
• Suggest and implement new tools or methods to streamline workflows and enhance service delivery.
• Stay current with software and technology used at MaKami College, providing basic troubleshooting and support when needed.
• Work closely with the Student Advisory Services (SAS) team and faculty to ensure students receive comprehensive and compassionate support.
• Participate in regular team meetings, contributing ideas and feedback to improve student services.
• Foster a positive and inclusive work environment by supporting colleagues and promoting teamwork.

Qualifications

• Diploma or Certificate in Office Administration, Business Administration, or a related field from a recognized institution (required)
• Post-secondary education in student services, education administration, or human resources (asset)
• Minimum of two (2) years of experience in an administrative role, preferably in a post-secondary, educational, or customer service setting
• Experience with student information systems, data management, or CRM software (preferred)
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with database management
• Experience supporting student services, admissions, or enrollment processes considered an asset
• Demonstrated ability to handle confidential information with discretion and comply with privacy legislation

Details

• Address: 1600 – 3800 Memorial DR NE, Calgary AB T2A 2K2
• Locations: Occasional travel may be required which may include visits to other campus located at 8330 82 Ave NW #137, Edmonton, AB T6C 4E3
• Terms of Employment: Full Time permanent position
• Hours: 40 hours per week
• Language of work: English
• Salary: $46,010 plus annual health allowance of $1,800