Counselling Assistant

Interested in a career at Langara College?Our employees exemplify Langara's values of excellence, collegiality, innovation and integrity. If you think this position fits your qualifications, we encourage you to applyLangara College is located in Vancouver, B.
C.: applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.
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Job Title:Counselling AssistantEmployee Group:CUPEEmployee Type:Temporary (Fixed Term)Start Date:Monday, November 2 2026End Date (if applicable):Thursday, December 31 2026Job Summary:The Assistant, Counselling provides reception, clerical and administrative support to the Department Chair, Assistant Chair and faculty Counsellors.

Key responsibilities
include providing administrative support to the Department/Assistant Chair in their management of human resources, financial processes, scheduling; and assisting Department faculty in the preparation of operational and project related activities; and organizing internal and external meetings, department and training events.

Job Description
Duties &

Responsibilities:
1. Performs a variety of reception activities, including scheduling appointments and responding to general queries:Receives and checks in students (often in distress) for counselling appointments and welcomes other visitors to the Counselling Department.
Relays to Counsellors often sensitive and confidential student information.
Triages drop-in requests for appointments, determining whether student requires a one-on-one consultation with a Counsellor, or may refer student to an Advising Assistant or other resources, as appropriate.
Schedules appointment requests using an online calendar for enrolled and prospective students to see a counsellor. Schedules unexpected student requests and modifies schedule, in consultation with faculty, to triage urgent needs or crises as needed.
Actively monitors counselling appointments, drop in service times, or other counselling services. In consultation with Department Chair or Assistant Department Chair, identifies and troubleshoots counselling schedule conflicts and crisis appointments, and reallocates service levels.
Reschedules student appointments as required due to absences or unforeseen emergencies and ensures appropriate contacts are made and information are updated.
Assists with training of Advising Assistants and the orientation of new Counsellors. This includes training Advising Assistants in all facets of the reception relief component of their position. Orientation support for new Counsellors may include: accompanying Counsellors to IT, HR, or Facilities to obtain keys, employee ID or computer access; showing how to use College resources (e.g. photocopier, scheduling system, etc).
Provides routine information to enrolled and prospective students regarding services provided by the department including referrals to Counsellors and Advising Assistants.
Responds to a wide variety of telephone and in-person enquiries from students, instructors, staff, external agencies and the general public.
Responds to unforeseen student distress or emergencies, and immediately contacts the appropriate personnel (e.g. Counsellor, security, health services, or 9-1-1).
Redirects or relays enquiries to other departments or resources, as appropriate.
Refers complex and non-routine matters to the Department Chair of Counselling.
Maintains the general tidiness of the reception area.2. Performs administrative support to the Department Chair and the Assistant Department Chair:Maintains and reports statistics to the Department Chair as required. Compiles statistics by tracking and recording student data including but not limited to, scheduled and attended appointments, appointment codes, workshop attendees, etc.
Organizes and inputs data associated with Counsellor schedules including daily, monthly, and vacation schedules in the online schedule and record keeping resource.
In consultation with the Department Chair, assists with and participates in creating new processes / procedures relating to (reception services) provided by the Department.
Organizes logistical details such as room bookings, makes appointments, contacts attendees, and arranges equipment and catering, and arranges approved vendor payments for presenters.
Provides support to the Department Chair in scheduling and organizing internal and external meetings and training events. Coordinates and participates in planning approved activities for special/training events (e.g. department open house, professional development activities).
Initiates and sometimes responds to and follows-up with Counsellors requests for facilities services, IT resources, or other College services. Actions the Department Chair's directive as required.
Records and produces biweekly departm