About Olds College of Agriculture and Technology

At Olds College of Agriculture and Technology we value our people and are committed to providing a supportive and rewarding work environment. Olds College provides quality education in an environment that is designed to promote academic excellence and student success. There are many reasons to join Olds College and build a meaningful career in a community that is innovative, diverse and welcoming.

The Opportunity

The Administrative Assistant is the primary point of contact for students, industry partners, and visitors. They will be expected to demonstrate excellent communication skills and the ability to work efficiently in high-traffic and high-pressure environments. This position is an important component to the cross-functional team environment where service standards, workplace efficiency and continuous improvement are a top priority.

Key Job Functions:

• Greet all visitors in a positive, professional manner and help with inquiries or questions
• Provide administrative support to the Smart Farm Management team by generating purchase requisitions, purchase orders and submitting supplier invoices for payment through Oracle (Fusion). Track spend with external contractors.
• Issue requests for invoice generation (A/R) to business services using KISSFLOW plus Internal Department Transfers (IDTs).
• Provide strong support to the Smart Farm Leadership team by generating reports plus organizing budgeting, financial and safety operations with strong records management. This will include tracking expiry of safety tickets, internal policies or other regulatory items.
• Maintenance and ordering of office supplies and reconciliation of supply or inventory accounts. Will require a working knowledge of in-house systems such as Oracle (Fusion), KISSFLOW plus Google Suite and Excel pivot tables.
• Provide administrative support for department operations including communications by letter, email, planning meetings, recording minutes with action items, and filing
• Support the Arena Coordinator on a seasonal basis tracking and filing student horse boarding contracts, payments and inquiries
• Coordinate and lead regular and/or ad-hoc training activities related to data management systems or technology-specific software utilized by the Smart Farm
• Conduct in-depth analysis and trends associated with Smart Farm business units, including the development and evaluation of processes and systems, improvement of resource allocations or identifying least-cost procurement options, among others
• Liaise with other College departments, as required
• Provide administrative support to the Olds College Centre for Innovation, as required
• Provide support to the Smart Farm Management Team, as required

Education/Experience/Skills/Knowledge Required:

• A minimum of a one-year college certificate or a diploma in Office Administration, Customer Service or another related service area
• A minimum of 3-5 years frontline work experience in a fast-paced environment with a proven focus on exceptional customer/client service
• Budget or basic accounting experience an asset
• Working knowledge or background of mixed farming operations, such as livestock and cropping, a strong asset
• Ability to complete work accurately with appropriate attention to detail in a busy work environment
• Strong organizational and time management abilities
• Superior written, oral and interpersonal communication skills
• Display honesty, integrity and a strong sense of ethics in all decisions and actions
• Ability to comply with and follow established policies, procedures, guidelines and direction
• Manages financial transactions with a high level of efficiency
• Possess excellent computer skills, including the latest word processing, spreadsheets, database, email, calendar/scheduling and other relevant programs
• Required to multi-task as a variety of duties will be required in addition to fielding calls and in person inquiries from students, staff and visitors on a continuous basis.
• Must be able to work in a team environment and work independently as required.
• Flexibility on a hybrid work schedule of 3 days per week on campus, 2 days per week available.

Conditions of Employment:

• Current Criminal Reference check that is free of any offenses.
• Must respect and actively promote health and safety policies.
• Valid class 5 driver’s license

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

• Hybrid work model

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.