office administrator

Job Title: Office Administrator

Type: Full-Time Permanent

Pay: From $37,440.00 per year

Benefits: Dental care, On-site parking, Paid time off, RRSP match

About Us:

Academy of Learning Career College (AOLCC) is a leading educational institution dedicated to providing high-quality career-focused education and training to students in Alberta and Manitoba. Our commitment to excellence is reflected in our compliance with education regulations set forth by Alberta Advanced Education and Private Vocational Institutions Regulations and our efforts to facilitate a supportive and inclusive learning environment. We also strive to facilitate student access to financial assistance programs, such as Student Aid, to support their educational goals.

We are looking for an engaging and personable Office Administrator to join our growing team. The successful candidate will serve as the first point of contact for students at our campus.

Role Overview:

The Office Administrator plays a central role in ensuring the smooth, efficient, and professional operation of the office. This position manages day-to-day administrative activities, supports the executive team, coordinates communication across departments, and upholds high standards of organization, confidentiality, and customer service. The Office Administrator is often the first point of contact for staff, students, partners, and visitors, making professionalism and strong communication skills essential.

Key Responsibilities

Front Office & Communication Management

• Serve as the primary point of contact for in-person, phone, and email inquiries, ensuring all interactions are handled professionally and efficiently.
• Manage a multi-line switchboard, redirecting calls, taking accurate messages, and scheduling appointments as needed.
• Support internal and external communication to ensure timely and accurate information sharing.

Office Coordination & Environment

• Maintain a clean, organized, and efficient office environment.
• Oversee office supplies, vendor relationships, ordering, and inventory management.
• Track administrative expenses and assist with budget monitoring.
• Process all incoming and outgoing mail, courier deliveries, and shipments.

Financial & Administrative Processing

• Support accounts payable and receivable processes, including invoice handling, payment processing, and documentation tracking.
• Maintain accurate data entry across internal systems and generate reports as required.

Meetings, Events & Campus Coordination

• Assist in organizing meetings, campus events, and visits, including logistics, scheduling, materials preparation, and room setup.
• Support the preparation of marketing and promotional materials, ensuring accuracy and consistency across all collateral.

Safety & Emergency Preparedness

• Act as a central point of contact for emergency procedures, ensuring staff awareness and compliance with company policies.
• Maintain and update emergency contact lists, safety checklists, and related documentation.

Team Support & Collaboration

• Provide guidance, training, and ongoing support to junior administrative staff, fostering teamwork and effective workflow.
• Collaborate across departments to support operational needs and organizational priorities.
• Assist with additional administrative tasks as needed to ensure smooth campus and executive operations.

Core Competencies

Communication Skills

• Clearly and professionally conveys information in person, by phone, and in writing. Listens actively and ensures understanding across all stakeholders.

Organization & Time Management

• Prioritizes multiple tasks, manages deadlines efficiently, and maintains an orderly and productive workflow.

Attention to Detail

• Ensures accuracy and completeness in data entry, documentation, financial processing, and scheduling.

Confidentiality & Professionalism

• Handles sensitive information with discretion, maintains integrity, and demonstrates professional judgment.

Customer Service & Collaboration

• Provides courteous, responsive, and high-quality support to colleagues, students, and external partners; works effectively within a team.

Qualifications

• Diploma or certificate in Office Administration, Business Administration, or equivalent experience.
• 2–4 years of administrative experience, preferably in an office, education, or corporate environment.
• Strong organizational skills with the ability to manage multiple priorities.
• Exceptional written and verbal communication skills.
• High proficiency in Microsoft Office (Word, Excel, Outlook) and comfort with internal databases or administrative software.
• Proven ability to handle confidential information with integrity and discretion.
• Strong customer-service mindset and professional demeanor.

Join Our Team:

If you are passionate about education and have the skills and experience, we're looking for, we invite you to apply for the Office Administrator position. Be a part of our dynamic team and contribute to shaping the future of education at AOLCC.

To apply, please submit your resume, cover letter, and any relevant portfolio work to Only shortlisted candidates will be contacted for an interview. Accommodation for job applicants with disabilities is available upon request. AOLCC is committed to creating a diverse environment and is proud to be an equal opportunity employer.

Our Culture:

At AOLCC, we are guided by six key principles that define our work and interactions:

Everyday Excellence: Every interaction with our customers contributes to a positive experience. We encourage our team to propose ideas that enhance our overall environment, fostering a productive and supportive workplace for both our team and students.

Positive Mindset: We are a team of driven individuals who share a commitment to high standards and a proactive approach.

Adaptability: Our competitive edge lies in our ability to swiftly adapt and provide training that meets the evolving needs of our industry.

Meaningful Work: We take pride in offering growth opportunities through training and development, supporting the career advancement of our team members with dedication.

Commitment to Quality: We strive for excellence in everything we do. At AOLCC, we aim for 100% quality, continually improving processes and accuracy through collaboration and attention to detail.

Team Contribution: Every team member plays a role in AOLCC's growth and success, actively supporting our brand and mission.

To apply, please submit your resume, cover letter, and any relevant portfolio work to Only shortlisted candidates will be contacted for an interview. Accommodation for job applicants with disabilities is available upon request. AOLCC is committed to creating a diverse environment and is proud to be an equal opportunity employer.

Schedule:

• Monday to Friday
• Flexible Language Requirement:
• French not required

Ability to Commute/Relocate:

• Medicine Hat, AB: reliably commute or plan to relocate before starting work (preferred)

Work Location: In person, On-Site Parking provided

Accommodations for job applicants with disabilities are available upon request. Academy of Learning Career College is committed to having our team reflect the community it serves and actively welcomes applicants from diverse and equity-seeking backgrounds. AOLCC endeavors to create and protect a culture of respect and cooperation with all staff and students. Thank you for your interest, but only those persons chosen for interviews will be contacted. No telephone calls please.

Job Types: Full-time, Permanent

Pay: From $18.00 per hour

Benefits:

• Extended health care
• On-site parking
• Paid time off
• RRSP match

Schedule:

• Monday to Friday

Work Location: In person