Administrative Assistant, Residence Services

About Olds College Of Agriculture & Technology
Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century. Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada’s Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship.

We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.

The Opportunity - Administrative Assistant, Residence Services (full-time, permanent)
This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement Job Classification:
Administrative Assistant I

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.

Key Job Functions

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.

Administrative Support & Records Management

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.

Communications & Information Management

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.

Student Support & Campus Referrals

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 elevate 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

Operational Coordination & Facility Support

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,…