Job Description

Position Title: Administrative Assistant

Hours: 37.5 hours/week

Schedule: Monday to Friday, 8:30 AM - 4:30 PM

Location: 6208 Quinpool Road

Application Deadline: October 14th 2025

Start Date: November 2025

Position Overview

NSCECE is seeking a highly organized and service-oriented Administrative Assistant to join our team. Reporting directly to the Director of Corporate Services, this role is pivotal in supporting both client services and administrative operations. The successful candidate will be the first point of contact for students, clients, vendors, and guests, and will play a key role in maintaining a professional and welcoming environment.

Key ResponsibilitiesClient Service

Greet and assist visitors, students, vendors, and job applicants.

Respond to inquiries via phone, email, and in person.

Maintain confidentiality and uphold professional standards in all interactions.

Support general office operations including communication distribution and supply management.

Administrative Support

Provide administrative assistance to college staff to ensure smooth office operations.

Accurately input data into QuickBooks Online and Campus Login.

Attend staff meetings and support management with various administrative tasks.

Manage office supplies and equipment, including inventory tracking and maintenance.

Perform other duties as assigned.

Accounts Receivable

Process student payments for tuition and fees.

Record payments in QuickBooks Online and Campus Login.

Issue receipts and respond to account-related inquiries.

Admissions Support

Enter student data into the database.

Respond to requests for transcripts, diplomas, and course outlines.

Provide vacation coverage for the Admissions Officer.

Student Laptop Management

Assign laptops to new students and manage agreements.

Coordinate shipping and returns via courier.

Collect laptops from students upon withdrawal or program completion.

Graduation Support

Track applications and fees.

Manage ticket sales and gown rentals.

Prepare and distribute graduation documents including transcripts and diplomas.

QualificationsEducation & Experience

Completion of Grade 12 or GED.

Completion of an Office, Business, or Administration program OR 3+ years of experience in an administrative or receptionist role.

Core CompetenciesService Orientation

Warm, professional demeanor with strong communication skills.

Ability to build respectful relationships with students, staff, and external stakeholders.

Detail-oriented with strong organizational and multitasking abilities.

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Equity & Inclusion

Commitment to fostering an inclusive and respectful environment.

Ability to work collaboratively across diverse perspectives and backgrounds.

Demonstrated ability to build, manage and maintain high-quality and productive relationships across professional and cultural differences.

Demonstrated ability to effectively communicate and interact with empathy, understanding and respect of diverse and divergent perspectives and behaviours.

Problem Solving & Decision Making

Ability to exercise sound judgment and make effective decisions.

Priority Management

Ability to set priorities and manage competing projects, issues, and initiatives.

Ability to manage conflict and reach resolution in the face of multiple, competing interests to achieve results.

Strong organizational skills with the ability to multi-task.

How to Apply

Please submit your resume and cover letter to jessica.warner@nscece.ca by October 14th 2025. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $20.51-$23.00 per hour

Expected hours: 37.5 per week

Benefits:

Dental care Employee assistance program Extended health care Paid time off RRSP match
Work Location: In person