Administrative Support

​COMPETITION NUMBER: 1293

CLOSING DATE: JULY 9, 2025 @ 11:59 PM

INDIGENOUS CAREER CENTRE

This position provides high level administrative assistance which ensures a full range of administrative support to the Indigenous Career Centre. With a mix of initiative, analytical skill and attention to detail, this position will support the centre and related College objectives. This position requires excellent organizational skills, prioritizing work decision making capabilities, and the interpersonal skills to manage relationships with community members accessing our services, employer partners, stakeholders and internal departments within the college. This position is expected to learn quickly and manage their task list effectively. In addition to supporting the Manager, the position will also support community members accessing services at the centre and the centre to ensure smooth operations.

HOW YOU'LL MAKE A DIFFERENCE:

• Oversees contract preparation, prepares PO for approval and tracks dates for renewal to ensure contracts and PO’s do not lapse.
• Assist in coordinating events for the centre, development and maintenance of invite lists, RSVPs etc.
• Organizes and prepares information packages and materials about the centre to stakeholders and potential employer partners.
• Submits printing requests such as brochures, business cards etc.
• Submits Facilities requests such as issues with heating, office cleaning, furniture moving, installing furniture.
• Room bookings as required for training sessions
• Assists in organizing divisional events such as open houses, hiring fairs.
• Assists with hosting activities.
• Create and maintains information manuals for program delivery for staff.
• Records management (electronic and paper)

Serves as the primary point of contact for Indigenous community members as they access services and supports from the centre

• Manage job seeker inquiries through phone and email.
• Ensures job seeker contact information is accurate and up to date.
• Assists in transition of phones to automated phone system and manages changes to system as required automated phone system.
• Assist job seeker and centre staff with all stages of the intake process.

Provide full range of administrative support to the Manager, and to the operation of the Centre, including, but not limited to:

• Creates templates/forms as required.
• Assists with processing invoices and data collection and entry of information into client list and safety ticket spreadsheets.
• Creates and formats word processing, spreadsheet and database documents using various programs (e.g. memos, letters, reports, manuals, reports, flyers, forms, etc.).
• Identifies and provides suggestions for administrative process and procedure improvements.
• Collects and organizes program specific data for statistical and reporting purposes.
• Compiles statistical information on interactions with community members, demographic data from the client list, and compiles results of outcome data for reporting purposes.
• Completing visa reconciliation through Peoplesoft Finance

WHAT YOU BRING: 

Minimum Qualifications Required:

• Administrative Professional Certificate or Diploma is required.
• 3-5 years related administrative experience
• Experience working with Indigenous peoples and understanding intergenerational trauma, and the importance of healing, empowerment, education, training and holistic wellness is a definite asset.
• Organize time effectively with strong problem-solving skills and ability to work under pressure.
• Maintain positive relationships within colleagues, department, institution and with our community partners.
• Advanced experience with MS Office, including advanced Word, advanced Excel, PowerPoint and Outlook.
• Strong oral and written communication, organizational, time management skills.
• Experience working with PeopleSoft and Microsoft Teams.
• Familiarity with financial internal control functions.
• Experience in an educational setting an asset

WHAT MAKES YOU A DIFFERENCE MAKER?

• Plan, organize work and make decisions in area of responsibility.
• Apply knowledge of best practices and guidelines that leads to effective decision making

Issues and situations resolved on a regular basis: 

• Incomplete or inaccurate entries on spreadsheets.
• Information required to set up intake appointments.
• Questions about online training.

Impact/effect of decisions to work unit, College programs, services and projects, Divisional and/or College activities:

• These decisions effectively meet the needs of our internal and external stakeholders by dealing with matters before they escalate which could prevent negative views of the College.

Guidelines used to make decisions (guidelines refer to procedures, policies, standard practices, professional standards, etc.):

• Decisions are based on College policies and procedures. If an unusual situation arises, the incumbent will try to find a solution by checking the College policies and procedures and then discussing with either the Manager of the AICCC or the Senior Manager, Indigenous Relations & Supports

This position requires on-going daily contact with Career Consultants, Manager and community members.

The position also deals with the following program areas:

• Indigenous Relations & Supports
• Finance
• Facilities
• Procurement
• Safety Ticket Trainers
• Mailroom/Shipping/Receiving
• Vendors/Consultants – Frequent contract, clarifying quotes for scope of work, creating and routing contracts, reconciling invoices.

Working relationship with various stakeholders and internal and external members of various committees and vendors.

Working relationship with community members.

• Must be able to work with confidential information, an awareness of sensitivities and knowledge of Freedom of Information and Protection of Privacy (FOIP)
• Excellent interpersonal skills, acting with a high level of professionalism and business acumen.
• Excellent planning and organizational skills.
• Ability to work collaboratively and effectively with other team members in the Division and from other areas of expertise within the organization.
• Must be able to function with high degree of self-initiative, accuracy, tact and sound judgement.
• Excellent communication, interpersonal and relationship skills.
• Ability to work independently and prioritize short term and long term tasks with minimum supervision.
• Critical thinker with an ability to prioritize tasks and anticipate needs

SALARY: $22.33/hr-$27.98/hr biweekly reflective upon what you bring, AKA your education and experience. This is an AUPE role, the AUPE Collective Agreement Appendix A outlines how pay is determined.

We offer flexible work options. We strive for balance between a flexible work environment, connectedness to the campus community, and ensuring NorQuesters are set up to succeed in their roles and responsibilities.

Difference Makers. If we were to describe what NorQuest College is, we’d say these two words. We are so fundamentally driven in our mission to make a difference to our students, our community, and to our fellow NorQuesters, that it guides what we do, who we meet, and where we are headed.

So how do we make differences?

• We empower NorQuesters. NorQuesters are expected to embody our Qs—lead from where you are, be dependable, find ways forward—to name a few, but how you do that is your choice!
• We unlock potential. Whether its newcomers to Canada who want to improve their English, students who want to complete their academic upgrading, learners pursuing post-secondary education, or anyone who wishes to strengthen their skills through professional development, our passion to educate touches people of all levels and all backgrounds.
• We strengthen Alberta. From our graduates who hit the ground running, to our partnerships with government, industry, and business, to our commitment to communities, including a dedicated focus on Indigenous communities, we contribute to our province and make it stronger. We strive to be an employer of choice for First Nations, Metis and Inuit people in Canada by leading, supporting, and being an ally through our work toward decolonization, reconciliation, and Indigenization.
   

And that’s a snapshot of how we are Difference Makers. But there’s so much more to us and we invite you to explore further!

Additional Information: Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

For applicants who have completed post-secondary studies from outside of Canada, it is recommended they obtain an assessment of their credentials from a recognized Canadian Credential Evaluator, such as:

• International Qualifications Assessment Service https://www.alberta.ca/international-qualifications-assessment
• World Education Services https://www.wes.org/ca/

We encourage applicants to include the assessment certificate as part of their application.

This competition may be used to fill future vacancies, across NorQuest College, at the same or lower classification level.

Our Commitment to Equity, Diversity, and Inclusion: We're on a journey to become an inclusive, anti-racist, and decolonized organization. NorQuesters are trailblazers – we are curious, creative, and innovative - our lived experiences are honoured, creating accessibility and a sense of belonging for everyone.

NorQuest 2030 We Are Who We Include shares our strength and difference comes from who is included, and along with our students we are learning and growing to listen deeply and say what we feel.

NorQuest College is committed to being an employer of choice for First Nations, Métis, and Inuit people by recognizing, respecting, and supporting Indigenous people's self-determination through the institution’s work in decolonization, reconciliation, and Indigenization.

Accessibility: At NorQuest, we are who we include. We strive to provide access and accommodation throughout the recruitment, application, and selection process. We want to create opportunities for you to confidently be your authentic self. If you would like an accommodation at any stage of the process, please reach out to Careers@norquest.ca.

Apply to Become a NorQuester: If this opportunity delights you and your expertise will shine in this role, we invite you to apply for this position online by uploading your resume and cover letter combined as one document.

PSST: Only candidates shortlisted for an interview will be contacted and we’ll make sure to do this within 28 days of the closing date.