Administrative Assistant - Wellness

COMPETITION NUMBER: 1832

CLOSING DATE:
September 7, 2026 @ 11:59 PM MDT

STUDENT HEALTH AND WELLNESS CENTRE

Reporting to the Manager of Wellness, the Administrative Assistant provides front-line service to learners accessing counselling, accessibility, wellness, community support, violence prevention, and health services. As a key point of contact within the Centre for Growth & Harmony, this role provides learner triage, appointment coordination, administrative support, and operational assistance to a multidisciplinary team within Wellness and Accessibility Services.

This position requires strong analytical, problem-solving, and customer service skills, combined with the ability to apply a confidential and trauma-informed lens when supporting vulnerable, at‑risk, distressed, or dysregulated learners. Working in a fast-paced environment, the Administrative Assistant manages competing priorities while fostering a welcoming, supportive, and professional experience for learners, staff, and community members.

This is a casual position.

• Screen, assess, and triage learner requests received by phone, email, and in person to ensure learners are connected to the appropriate service.
• Provide front-line support to learners experiencing crisis, distress, medical emergencies, homelessness, abuse, financial crisis, or other urgent situations.
• Coordinate, schedule, cancel, and reschedule appointments for counselling, wellness, accessibility, community support, violence prevention, and health services.
• Support accessibility services by responding to inquiries and coordinating appointments and related services.
• Guide learners through workplace injury reporting processes and connect them with appropriate resources and supports.
• Provide administrative support including room bookings, office and medical supply requisitions, records management, expense reporting, shipping and receiving, and departmental documentation.
• Maintain confidential records, data management systems, calendars, process manuals, and secure documentation in accordance with established procedures and privacy requirements.
• Train and support new administrative staff on processes, scheduling systems, records management, and operational procedures.
• Support learner events, open houses, orientation activities, promotional initiatives, and student engagement activities across the Centre for Growth & Harmony.
• Collaborate with internal departments and external service providers to support learner success, health services, accessibility services, safety initiatives, and overall departmental operations.

• One-year post-secondary certificate in Administration, Finance, Business, or a related field.
• One to two years of experience in office administration and customer service, preferably in a mental health, healthcare, or clinic setting.
• Strong active listening, customer service, communication, and problem-solving skills.
• Experience working with multiple computer applications and proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Demonstrated ability to work under pressure, manage competing priorities, and respond appropriately to crisis situations.
• Experience applying sound judgment, crisis management, intervention techniques, and trauma-informed approaches when supporting individuals in distress.
• Basic First Aid, Mental Health First Aid, de-escalation training, and trauma-informed triage training are considered strong assets.

• Assess learner needs and concerns and ensure they are connected to the appropriate service in a timely and supportive manner.
• Make sound decisions during high-stress, crisis, and emergency situations while recognizing when escalation or additional support is required.
• Recommend process improvements and operational efficiencies that enhance service delivery and learner support.
• Reflect the values of the College through culturally inclusive support, active listening, and respectful communication.
• Build positive relationships with learners, faculty, staff, community partners, and service providers while maintaining…