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Administrative Assistant 1, Athletics and Wellness
2 months ago
About Olds College of Agriculture & Technology
Olds College of Agriculture & Technology is a leading institution in the field of agriculture and technology. With a rich history dating back to 1913, we have been providing high-quality education to students for over a century. Our commitment to hands-on learning and applied research has earned us a reputation as Canada's Smart Agriculture College.
The Opportunity - Administrative Assistant 1, Athletics & Wellness (full-time, temporary)
The Administrative Assistant, Athletics and Wellness, plays a vital role in supporting the department's operations. This position involves providing administrative support, coordinating schedules, maintaining accurate records, and ensuring effective communication among staff, students, and external partners. The successful candidate will be responsible for managing office activities, coordinating events, and maintaining departmental records.
Key Responsibilities:
Administrative Support:
- Provide administrative support to the Athletics and Wellness department, including answering phones, responding to emails, and managing correspondence.
- Coordinate schedules, meetings, and events for the 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.
- Demonstrate a strong dedication to promoting inclusivity and diversity, 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.
- Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College, showing a proactive attitude towards safety measures, continuously striving to enhance safety protocols and procedures to ensure the highest standards of protection, collaborating with colleagues to instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting.
Requirements:
- 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.
- Familiarity with event planning and coordination, with the ability to manage multiple events simultaneously.
- Ability to handle sensitive information with discretion and maintain confidentiality.
Conditions of Employment:
- Current Criminal Reference check with a Vulnerable Sector Check that is free of any offenses.
- Must respect and actively promote health and safety policies.
The statements contained in this job description reflect general details as necessary to describe the key job functions of this position, the level of knowledge and skill typically required, and the scope of responsibility. It is not an all-inclusive listing of work requirements. Other duties may be assigned.
Please apply by October 2, 2024.
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.
