NLC-2316: Administrative Assistant, Chair, Academic Upgrading

Additional Information:

For over 50 years, the Northern Lakes College vision has been to increase accessibility to educational opportunities. With 25 locations across northern Alberta, program sites throughout Alberta, and a unique Supported Distance Learning model, students can access quality educational opportunities without leaving their community. Students can study from the comforts of home, work, on the road, or from one of the many College locations. Northern Lakes College offers a variety of university transfer, diploma, and certificate programs, including Academic Upgrading, Business & Administrative Studies, Health & Human Service Careers, Pre-Employment & Apprenticeship Trades, Resource Technology, University Studies, and Continuing Education & Corporate Training certificates and courses. The college supports and promotes professional development and wellness opportunities and provides employees with an attractive benefits plan and competitive salaries. The College service region offers numerous recreational activities for the entire family to enjoy!

Northern Lakes College has the following Permanent Full-Time Position available:

Administrative Assistant, Chair, Academic Upgrading
Salary: $52,428 to $63,972 per year
Location: Slave Lake
Start Date: September 1, 2026

Qualifications:

• A college level Office or Business Administration Certificate, one-year university, or equivalency
• Two to three years of experience within an office or educational environment requiring similar duties
• High level skills with MS Office including: Word, Excel, Access, PowerPoint, and Outlook
• Excellent communication skills
• Strong service orientation and excellent customer service skills
• Ability to work in a fast-paced environment and adapt to changing technology
• Team oriented
• Ability to manage multiple tasks and deadlines
• A clean criminal record check prior to commencement
• A valid Class 5 driver’s license
• A combination of education, training and experience may be considered

Nature and Scope of Work:

The Administrative Assistant, Chair, Academic Upgrading reports to the Chair, Academic Upgrading and is responsible for the direct administrative support to the Chair, specifically, and the department, in general. The Administrative Assistant works closely with the team to support all program initiatives at the College.

Duties and Responsibilities:

Providing Administrative Functions for the Chair

• Reception for office
• Student attendance reports for audits
• Order supplies and keeping track of campus budgets
• Track employee personal development (PD) applications
• Compile queries and data reports
• Compile site estimates and site requests
• Updating Master Program Plan entries
• Process VISA receipts and submit reports
• Compiling and filing Monthly financial reports
• Tracking and coding expense claims, petty cash, and campus vehicle expenses
• File management
• Researching, drafting and tracking documentation as required
• Compiling student completion reports

Coordinating and Providing Administrative Functions for the Department

• Marks entry in Agresso and the Provincial Approach to Student Information (PASI)
• Student attendance and administration
• Updating student list
• Compiling assignment and program schedules, and exam schedules
• Updating the program and student handbooks
• Distribution and collection of exams
• Updating course outline templates
• Compile program book estimates and communicating with bookstore for new materials
• Ordering instructor and learner resources

Onsite Learner and Instructional Staff Support

• Student book orders
• Assisting with orientation and distributing books
• Assisting campus instructors with Educational Plans in Docushare

Skills/Knowledge:

• Advanced knowledge of office administration practices and procedures
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Knowledge of records management and document control processes
• Ability to compile, analyze, and maintain data and reports
• Knowledge of basic accounting, budgeting, and expense tracking procedures
• Strong oral and written communication skills
• Excellent customer service and interpersonal skills
• Ability to maintain confidentiality and handle sensitive information
• Strong organizational and time management skills
• Ability to prioritize competing deadlines and manage multiple projects
• Ability to work independently with minimal supervision
• Ability to work collaboratively within a team environment
• Adaptability to changing priorities, processes, and technology
• Knowledge of student information and learning management systems
• Strong attention to detail and accuracy

Contacts (Internal and External):

• Chair, Academic Upgrading
• Academic Upgrading instructors and facilitators
• Deans, Chairs, and other College administrators
• Campus managers and support staff
• Human Resources department
• Finance department
• Registrar's Office staff
• Information Technology support staff
• Current and prospective students
• External vendors and suppliers
• Bookstore representatives and educational resource providers
• Government agencies for reporting and compliance requirements
• Community partners and stakeholders
• External auditors and service providers as required

Assets:

• Experience working in a post-secondary education environment
• Experience supporting academic programs or educational department
• Experience using Agresso or similar enterprise resource planning (ERP) systems.
• Experience with PASI
• Experience using D2L/Brightspace or other learning management systems
• Experience using Docushare or similar electronic document management systems
• Experience tracking budgets, expenses, and financial reporting
• Experience coordinating examinations and student records
• Experience preparing statistical and operational reports
• Experience supporting distributed or multi-campus teams
• Experience in a unionized work environment
• Knowledge of College policies, procedures, and administrative systems

The Successful candidate must provide College or University transcripts and a clean Criminal Record Check to Human Resources prior to commencement.

This position is covered under the Collective Agreement between Northern Lakes College and the Alberta Union of Provincial Employees.

Note: Northern Lakes College thanks all applicants for their interest in employment; however, only those candidates selected for interviews will be contacted.

• Competitive salaries
• Vacation time ranging from three to eight weeks
• Excellent health and dental benefits
• Life and disability insurance
• Pension plans with employer contributions
• Comprehensive employee and family assistance program
• Professional development opportunities