Administrative Assistant

​COMPETITION NUMBER: 1741CLOSING DATE: August 11, 2026 @11:59 PM MDT 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 Manage contract and PO preparation, approvals, renewals, and tracking to ensure nothing lapses. Coordinate centre and divisional events, including invitations, RSVPs, room bookings, materials, and hosting support. Serve as the primary point of contact for Indigenous community members and job seekers, supporting inquiries, intake, and accurate client information. Prepare stakeholder information packages and oversee printing, facilities requests, and records management (electronic and paper). Provide comprehensive administrative support to the Manager and centre operations, including templates, forms, invoices, and data entry. Create and format documents (memos, reports, manuals, spreadsheets) and recommend improvements to administrative processes. Collect, organize, and compile program data, statistics, and outcome reporting, including demographic and interaction data. Complete visa reconciliation in Peoplesoft Finance and maintain program delivery manuals for staff. WHAT YOU BRING Administrative Professional Certificate plus 3–5 years of administrative experience, ideally within an educational or community‑focused setting. Experience working with Indigenous peoples, with awareness of intergenerational trauma, healing, empowerment, and holistic wellness. Strong organizational, time‑management, and problem‑solving abilities, with the capacity to work under pressure and maintain positive relationships with colleagues and partners. Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook), with additional experience in PeopleSoft, Microsoft Teams, and familiarity with financial internal controls. Excellent written and verbal communication skills, along with the ability to manage data, support administrative processes, and contribute to a collaborative, community‑oriented environment. WHAT MAKES YOU A DIFFERENCE MAKER?As a difference maker you bring: Planning, organizing, and making sound decisions using established policies, procedures, and best‑practice guidelines. Resolving day‑to‑day issues such as incomplete data, intake scheduling needs, and questions about training, ensuring smooth service for stakeholders. Collaborating daily with Career Consultants, Managers, community members, and cross‑departmental partners including Finance, Facilities, Procurement, Safety Trainers, and external vendors. Managing contracts, quotes, invoices, and vendor relationships with accuracy, professionalism, and strong attention to detail. Handling confidential information with discretion, applying FOIP awareness, and demonstrating professionalism and strong interpersonal skills. Working independently with initiative, sound judgment, and the ability to prioritize both short‑ and long‑term tasks. Building positive relationships with internal and external partners, committees, and community members. Applying critical thinking to anticipate needs, improve processes, and support collaborative team environments. AUPE Band Level 4 | Administrative Assistant I | $44,663 - $55,957 reflective upon what you bring AKA your education and experience. This is a full time, permanent position with the Alberta Union of Provincial Employees (AUPE). For more information regarding the AUPE Collective Agreement, please check out this link. 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.

The position provides high-level administrative support to the Indigenous Career Centre, including managing contracts, coordinating events, and maintaining accurate client records. The role also involves preparing financial documentation, reconciling visas, and serving as a primary point of contact for community members and stakeholders.

Candidates must possess an Administrative Professional Certificate and 3–5 years of relevant administrative experience, preferably in an educational or community-focused setting. Proficiency in MS Office and PeopleSoft is required, along with a strong understanding of Indigenous community needs and intergenerational trauma.

• Flexible work options

• Gestion du tempsSouhaitée
• Résolution de problèmesSouhaitée
• CommunicationSouhaitée
• Saisie de donnéesSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Administrative support
• Contract management
• Event coordination
• Data entry
• Records management
• Financial reconciliation
• MS Office
• PeopleSoft
• Communication
• Time management
• Problem solving
• Organizational skills
• Interpersonal skills
• Critical thinking
• Stakeholder management
• Administrative Support
• Relationship Management
• Professionalism
• Organizational Skills
• PeopleSoft Applications
• Curiosity
• Administrative Functions
• Microsoft Teams
• Planning
• Quick Learning
• Analytical Skills
• Microsoft Access
• Microsoft Excel
• Reconciliation
• Internal Controls
• Spreadsheets
• Decision Making
• Procurement
• Contract Management
• Critical Thinking
• Data Entry
• Document Formatting
• Empowerment
• Records Management
• Finance
• T.38
• Innovation
• Interpersonal Communications
• Invoicing
• Memos
• Microsoft Outlook
• Microsoft Office
• Operations
• Microsoft PowerPoint
• Statistics

• Administrative
• Education
• Social Services
• Finance & Accounting
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Formation minimale

Diplôme professionnel

Expérience minimale

2+ ans

Postuler avant le

12 août 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine