Program & Operations Assistant

Résumé du poste

The Program & Operations Assistant provides comprehensive administrative and operational support to the Dean's office and academic programs. Key duties include managing master schedules, coordinating departmental logistics, and facilitating faculty workloading and committee meetings.

Détails du poste

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 - Program & Operations Assistant (Part-Time Permanent, up to 30 hours per week) The overall purpose of this position is to provide comprehensive administrative, operational, and academic support to ensure the efficient execution of school programs and daily office functions. Operating under general direction within institutional guidelines, this role serves as the primary receptionist for the Dean's office, coordinates departmental logistics, and executes critical program support including workload management, scheduling, and curriculum meeting administration. This position directly contributes to organizational success by ensuring seamless operational workflows, timely academic coordination, and exceptional service to students, staff, and visitors. Key Job Functions: Academic & Instructional Assistant (IA) Scheduling Coordination * Coordinates, builds, and maintains master program schedules based on course offerings and room allocations using institutional software, as distributed by the Office of the Registrar. * Supports the scheduling of Instructional Assistants (IAs) to balance and fulfill instructional support needs. Faculty Workloading & Academic Committee Support * Complies and inputs faculty workloading data, tracking instructional ratios and instructional contract parameters. * Provides administrative secretariat support for program meetings, curriculum committees, and operational reviews, including drafting agendas, compiling background materials, taking minutes, and tracking action items. Operations Coordination & Departmental Logistics * Coordinates daily operational logistics across the School, including facility work requests, equipment use, and shipping/receiving coordination and communication between other departments. * Coordinates academic program materials. * Assists with contract documentation processing, expense logging, and inventory tracking for office and instructional supplies. Administrative Support to the Dean & Front Office Reception * Acts as the primary point of contact and receptionist for the office, greeting visitors, managing incoming calls/emails, and answering general program inquiries. * Provides administrative support to the Office of the Dean, including calendar management, scheduling meetings, preparing documents, and managing incoming/outgoing mail. Education/Experience/Skills/Knowledge Required: * Minimum Certificate or Diploma in Office Administration, Business Administration, or a related field. Combination of related education may be considered. * Minimum 2 years of progressively responsible administrative support experience, preferably in a post-secondary or complex educational environment. * Direct experience with academic scheduling software and committee support/minute-taking is preferred * Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and/or Google Suite (Docs, Sheets, Slides), and database/scheduling software. * Strong organizational and time-management skills with high attention to detail in a fast-paced environment. * Superior written and oral communication skills for effective minute-taking and stakeholder interaction. * Ability to handle confidential data, act with discretion, and exercise sound judgment. Olds College offers a competitive benefit plan: * Defined Benefit Pension Plan (LAPP) * Extended Health, Dental, and Prescription Drugs benefits * Health/Personal Spending Account * Generous Vacation Leave * Paid Holiday Closure * ‘Olds College in the Community’ volunteer leave * Professional development and opportunities for growth, including employee and family tuition waivers Please Apply by September 18, 2026 We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted. Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.

Ce que vous ferez

The Program & Operations Assistant provides comprehensive administrative and operational support to the Dean's office and academic programs. Key duties include managing master schedules, coordinating departmental logistics, and facilitating faculty workloading and committee meetings.

Exigences

Candidates must possess a minimum certificate or diploma in Office Administration or a related field. At least two years of progressively responsible administrative experience in a post-secondary or complex educational environment is required.

Avantages

• Defined Benefit Pension Plan • Extended Health Benefits • Dental Benefits • Prescription Drug Benefits • Health Spending Account • Personal Spending Account • Generous Vacation Leave • Paid Holiday Closure • Volunteer Leave • Professional Development • Tuition Waivers

Compétences indiquées

• Gestion du temps · Souhaitée
• Google Suite · Souhaitée
• Inventory tracking · Souhaitée
• Administrative Support · Souhaitée
• Communication · Souhaitée
• Office Administration · Souhaitée
• Saisie de données · Souhaitée
• Microsoft Office Suite · Souhaitée

Autres compétences pertinentes

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Administrative Support
• Academic Scheduling
• Office Administration
• Minute-taking
• Data Entry
• Calendar Management
• Logistics Coordination
• Inventory Tracking
• Expense Logging
• Communication
• Time Management
• Microsoft Office Suite
• Google Suite
• Database Management
• Stakeholder Interaction
• Shipping And Receiving
• Workplace Inclusivity
• Workflow Management
• Data Version Control (DVC)
• Microsoft Excel
• Agriculture
• Applied Research
• Business Administration
• Management
• Front Office
• Medical Prescription
• Microsoft Outlook
• Microsoft Office
• Operations
• Verbal Communication Skills
• Scheduling
• Coordinating
• Google Workspace
• Detail Oriented

Domaines d’emploi

• Administrative
• Education
• Management & Leadership
• Program Operations Analyst
• Scheduler / Operations Coordinator
• Stock Clerks
• Production, Planning, and Expediting Clerks