Senior Administrative Assistant

​COMPETITION NUMBER: 1207
CLOSING DATE: APRIL 21, 2025 @11:59PM MST

ACADEMIC STRATEGY AND INTERATION 

This is a 10-month term position, open to applicants interested in a secondment opportunity, supporting the Dean and Vice Dean of ASI and Student Services. Working in a large division, this position provides high-level support to processes operations, strategy, engagement, committees, and communication.  The successful candidate will be responsible for managing workflow of approvals and information for the Dean and Vice Dean; coordinating communication flow and meeting request details; and responding to internal and external inquiries in a clear and timely manner. 

The ideal candidate will thrive with a robust and prioritized to-do list. The Administrative Assistant will confidently build internal and external stakeholder relationships, as a strong communicator on behalf of the division. While focused on detailed execution of plans to support our divisional goals, the Administrative Assistant will also take pride in the importance of the quality of their work in representing the division and College. This role often seeks out answers or ‘sources of truth’ to current issues or events within the scope of work of the Dean’s office, and is relied upon to provide relevant, accurate, and timely information. Acting as a partner to the Dean and Vice Dean in building relationships and reputation of the division, this role uses exemplary communication and problem-solving skills with leaders, faculty, and staff across the division, as well as a variety of internal and external partners. The Administrative Assistant proactively organizes schedules, workflows, and communication plans, and therefore the successful candidate will embrace the opportunity to use their meticulous organization, coordination, and prioritization skills daily.

HOW YOU’LL MAKE A DIFFERENCE:

• Manage workflows, scheduling, and approvals for the Dean and Vice Dean, including handling inquiries and providing timely, professional responses.

• Professionally communicate with internal and external stakeholders, manage divisional marketing, and organize events and meetings for the Dean’s Office.

•  Research and resolve issues, provide relevant and timely information to the Dean, Vice Dean, and division, and maintain accurate data across systems.

• Support divisional operations, back-fill roles as needed, lead communications, coordinate grants and projects, and assist with business planning and committees.

• Develop and implement processes to enhance efficiency in supporting the Dean’s Office and division.

• Plan, coordinate, and execute events for both the Dean’s Office and division, supervise administrative WIL students, and assist with other duties as required.

• Develop and maintain relationships both internally and externally to advance the goals and operations of the Dean’s Office and division.

• Supervise administrative WIL students, mentor team members, and ensure smooth operations across the division by supporting staff and training as needed.

WHAT YOU BRING: 

• A diploma in Office Administration or equivalent
• 3 - 5 years senior administrative experience preferably in a post-secondary program environment
• Supervisory or lead experience in an office environment is an asset
• Demonstrated advanced knowledge with all Microsoft office application.

WHAT MAKES YOU A DIFFERENCE MAKER? 

As a difference maker you bring: 

• Ability to function with minimal supervision and be self-motivated, use sound judgement, tact and a high level of accuracy.
• Ablity to initiate tasks, multi-task, and use critical thinking to prioritize at a high level of performance.
• Ability to pay attention to detail and have strong editing skills.
• Exceptional and consistent demonstration of professionalism and pride in outcomes.
• Excellent communication, interpersonal, research and relationship-building skills.
• Excellent analytical, problem-solving, planning, and reporting skills.

SALARY: $49,129-$65,130 annually 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.

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.