Administrative Assistant, Residence Services

Olds College • Olds, AB

3d • CA$54,008 - CA$62,947 • Onsite

About The Position

The Administrative Assistant, Residence Services provides administrative, operational, and customer service support for Residence Services. As the primary front-line contact for students, families, guests, and campus stakeholders, this position is responsible for the efficient delivery of front desk operations, student support services, communications, and administrative processes that contribute to a positive residence experience.
The position supports daily residence operations by coordinating communications, responding to inquiries, processing payments, managing mail and key services, maintaining student records, coordinating maintenance requests, and assisting with student engagement initiatives. Working closely with Residence Services staff and campus partners, the Administrative Assistant ensures students receive timely information, appropriate referrals, and exceptional customer service while supporting the effective operation of residence facilities and programs.

Requirements

• Minimum two-year diploma in Business Administration, Office Administration, Communications, Hospitality, or a related field
• Minimum 1-2 years of administrative, customer service, reception, or student service experience
• Possess excellent computer skills including Google Suite, MS Office and database programs
• Ability to complete work accurately with appropriate attention to detail
• Strong organizational and time management abilities
• Superior written, oral and interpersonal communication skills
• Ability to maintain confidential information
• Demonstrate good reasoning and decision making skills
• Displays honesty, integrity and a strong sense of ethics in all decisions and actions.
• Ability to comply with and follow established policies, procedures, guidelines and direction in effect and applicable.
• Manages financial transactions with a high level of internal controls ensuring accuracy, completeness and proper controls in cash handling, the segregation of duties and reconciliations
• Demonstrate a strong dedication to promoting inclusivity and diversity by 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 and show a proactive attitude towards safety measures, continuously striving to enhance safety protocols and instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting
• Current Criminal Reference check with a Vulnerable Sector Check that is free of any offenses.
• Must respect and actively promote health and safety policies.

Nice To Haves

• Experience in a post-secondary environment is preferred
• Experience with student information systems, residence management systems, and administrative software is considered an asset
• Experience with StarRez and Banner is preferred

Responsibilities

• Serve as the primary point of contact for Residence Services, providing professional, courteous, and responsive service to students, families, guests, and campus stakeholders.
• Respond to inquiries received in person, by phone, email, and through other communication channels.
• Manage residence reception operations, including visitor support, guest intake, and general information services.
• Provide accurate information regarding residence procedures, policies, timelines, and campus resources.
• Maintain a welcoming, student-focused environment that promotes positive customer experiences.
• Provide administrative support for Residence Services operations and departmental initiatives.
• Maintain student records, departmental files, and administrative documentation in accordance with privacy legislation and institutional policies.
• Support the processing of payments, deposits, and related transactions while adhering to established financial controls and procedures.
• Assist with data entry, record maintenance, and document preparation using institutional systems and software.
• In collaboration with the Manager, Residence Services, plan, coordinate, and evaluate residence marketing and recruitment initiatives including Level Up, Discover Residence, residence tours, move-in and move-out programming, Open Houses, Discovery Days, and other engagement activities.
• Support the coordination of residence move-in, move-out, and operational activities.
• Manage Residence Services communication channels, including departmental email accounts, office phones, and shared communication platforms.
• Draft, distribute, and maintain routine communications for students, families, and stakeholders.
• Create and schedule content for Residence Services social media channels.
• Maintain and update Residence Services webpages, digital resources, and student-facing information portals to ensure information remains current and accurate.
• Assist with promotional and engagement initiatives that support residence awareness and occupancy goals.
• Provide first-line support to students regarding residence inquiries, processes, and services.
• Identify student needs and make appropriate referrals to campus resources including Health & Wellness, Security Services, Dining Services, Student Services, the Registrar's Office, and other support areas.
• Assist in resolving routine student concerns and escalate complex issues to appropriate Residence Services staff.
• Support student engagement initiatives and contribute to a positive residence community environment.
• Supporting Student Staff Operations which could include setting work schedules, delegating daily front desk tasks
• Communicate updates to students when appropriate.
• Coordinate incoming and outgoing mail and package distribution for residents.
• Support residence access management, including key card issuance, troubleshooting, and record maintenance.
• Assist with room inspections, inventory tracking, and operational readiness activities.
• Support residence events, programming, tours, orientations, and special projects as required.

Benefits

• Defined Benefit Pension Plan (LAPP)
• Extended Health, Dental, and Prescription Drugs benefits
• Health/Personal Spending Account
• Generous Vacation Leave
• Paid Holiday Closure
• ‘Olds College in the Community’ volunteer leave
• Professional development and opportunities for growth, including employee and family tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree