Admin Assistant 1, Athletics

1 week ago

Olds, Canada Olds College Full time

**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 - Administrative Assistant 1, Athletics & Wellness (full-time, temporary)**:
The Administrative Assistant, Athletics and Wellness, is responsible for providing comprehensive administrative support to the Athletics and Wellness department. This role involves managing office activities, coordinating schedules, maintaining accurate records, and ensuring effective communication among staff, students, and external partners.This role encompasses support for mental health counseling, campus health services, and health education initiatives.

**Key Job Functions**:
**Administrative Support**:

- Schedule and coordinate meetings, appointments, and events for the Athletics and Wellness department.
- Maintain and organize departmental records, files, and databases, ensuring data accuracy and confidentiality.
- Assist in the development and implementation of administrative processes and procedures to enhance departmental efficiency.

**Communication**:

- Act as a liaison between the Athletics and Wellness department and other college departments, students, and external partners.
- Assist in the preparation and dissemination of internal communications, including newsletters, announcements, and promotional materials.
- Handle inquiries and provide detailed information about departmental programs, events, and services, ensuring a high level of customer service.

**Event Support**:

- Assist in planning and executing departmental events.
- Assist with arranging the logistics for events, such as venue booking, equipment setup, catering arrangements, and participant registration.
- Monitor event timelines and ensure all tasks are completed on schedule, addressing any issues that arise.

**Financial and Inventory Management**:

- Process purchase orders, expense reports, invoices, and other financial documents, ensuring compliance with college policies.
- Maintain inventory of office supplies, equipment, and materials, and place orders as needed to ensure availability.

**Wellness Support**:

- Support the scheduling of mental health counseling appointments and workshops, ensuring confidentiality and sensitivity.
- Assist with the scheduling and administrative tasks related to Campus Health and Wellness Nurse, and Doctor visits.
- Help organize and promote health education initiatives, including wellness workshops, seminars, and awareness campaigns in coordination with the Athletics and Wellness team..
- Maintain and distribute health education materials and resources to students and staff.
- Work closely with health services staff to support wellness programs and initiatives on campus.
- Demonstrates a strong dedication to promoting inclusivity and diversity. This includes actively seeking out and valuing diverse perspectives, fostering a welcoming and supportive environment for individuals of all backgrounds, and continuously striving to create a culture of respect and understanding. Foster a proactive approach to promoting equity and embracing differences, both within their role and in the broader community.
- Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College, shows a proactive attitude towards safety measures, continuously striving to enhance safety protocols and procedures to ensure the highest standards of protection, collaborates with colleagues to instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting.

**Education/Experience/Skills/Knowledge Required**:

- A high school diploma or equivalent is required. A post secondary certificate or diploma in office administration or a related field is preferred.
- Previous administrative experience, ideally in an academic, wellness, clinic or athletic setting is highly desirable.
- Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
- Strong written and verbal communication abilities, with attention to detail and clarity.
- Proficiency in Microsoft Office Suite, Google Suite of products.
- Proficiency in Electronic Medical Record systems is desirable.
- Ability to work independently and as a part of a team, with strong interpersonal and problem-solving skills.
- Familiari

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