Student Advisory Services Administrative Assistant

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.

Key Accountabilities (key duties & desired outcomes):

- 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.

Educational and Experience 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

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 $1800

TO APPLY:

E-mail: pmcgrath@makamicollege.com or call Patrick at 5873937301.

This position will remain open until a suitable candidate has been found.

We thank all applicants for their interest, but only those who meet our criteria will be contacted to continue in our process.

Posted 2025-09-22