Job Description

About Bow Valley College



Bow Valley College is Calgary's college with local impact and global reach, serving more than 15,000 students. We

launch

our students by preparing them for in-demand jobs through high-quality, future-oriented education. We

advance

our graduates into careers in healthcare, technology, business, entertainment arts, social services, and more, contributing to our economy and community. We

evolve

our students through work-integrated learning, upskilling, and reskilling. Proud to be named one of Canada's Top 50 research colleges, our applied research focuses on health and educational technology, and social innovation. Home to the Digital Entertainment Nexus, Calgary's first esports arena, and the Bears varsity team, Bow Valley College is celebrating 60 years of student success. Learn more about the opportunities we create at bowvalleycollege.ca.



About the Role



The

Administrative Assistant

provides comprehensive administrative and front-line student support for the School of Foundational Learning. Reporting to the Associate Dean, this role supports Program Chairs, faculty, staff, and students by ensuring smooth day-to-day operations, effective communication, and a welcoming learning environment.



The Administrative Assistant serves as a key point of contact for students, responding to inquiries related to programs, courses, enrollment, and college services. The role also provides reception coverage for the School's main office and student learning space, and liaises with other College departments to support student administration and program operations.



Position Responsibilities & Accountabilities



General Administrative Support


Provide general administrative support for programs within the School of Foundational Learning Circulate information, announcements, and updates to faculty and staff, including term schedules, calendars, and newsletters Maintain and update shared documents and operational files (e.g., testing schedules, student handbooks, room bookings, laptop cart bookings, start-of-term checklists) Collect, compile, and track data for monitoring and reporting purposes in collaboration with Program Chairs Generate, amend, and distribute reports from the student information system as required Maintain records and manage data using SharePoint, Microsoft Teams, and other systems Ensure equipment, technology, and facilities are operational; submit work orders and service requests as needed Coordinate meetings, presentations, and events, including room bookings, catering, technology setup, agendas, and minutes Order and track office supplies, instructional materials, software licenses, and duplicating services Support onboarding of new staff related to program administration, reporting, and tracking




Student Administration & Front-Line Support


Provide reception coverage for the School of Foundational Learning main office and student learning space, creating a welcoming and supportive environment Monitor and respond to inquiries through the school's phone line and general email account; triage messages to appropriate staff Distribute information and documentation to students via email, MS Teams, D2L announcements, mail merge, and other platforms Assist students with completing and submitting forms such as appeals, enrollment documentation, and course-related requests Respond to student inquiries regarding programs, courses, and college services; make referrals to internal departments (e.g., Learner Success Services, Office of the Registrar) Support student-faculty connections by booking appointments, scheduling meetings, sharing drop-in availability, and forwarding messages Assist students in accessing learning space resources such as loaner textbooks, printing, computer logins, and tutoring supports Correspond with learners on enrollment matters including course registration, course changes/drops, prerequisite waivers, and confirmations Prepare and circulate attendance warnings weekly and communicate attendance withdrawals on behalf of Program Chairs




Other Duties


Support departmental and school initiatives such as learner orientations and events Assist with departmental testing, including scheduling, booking appointments, preparing materials, and invigilating exams Support Alberta Education diploma and equivalency exams as required Coordinate off-site proctoring for online learners, including distributing materials and invigilation instructions Provide direct support to students with common technical issues (MyBVC, BVC Central, D2L, MS Teams, MFA, account access) Provide cover-off for other administrative positions within the department Perform other related duties as assigned




Minimum Qualifications


Certificate in Office Administration or a related field Minimum of 2 years of experience in an administrative or related role Minimum of 2 years of experience in a customer-facing role An equivalent combination of education and experience may be considered




Preferred Qualifications


Experience working in a fast-paced, high-volume office environment Strong document processing, file management, and computer application skills Intercultural competence and strong interpersonal communication skills Experience working in an educational or post-secondary environment considered an asset Ability to multitask, prioritize competing demands, and work independently High attention to detail and accuracy




This opening is a casual AUPE position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

Closing Date:

January 13, 2026

Diversity and Inclusion Commitment

Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.