Job Summary

We are seeking a dedicated and detail-oriented Admin Assistant to join our team. The ideal candidate will play a key role in supporting the college's day-to-day administrative, compliance, and technical operations, while also serving as a friendly and reliable point of contact for staff, faculty, and students. This role is essential in keeping our college running smoothly and ensuring a positive experience for everyone who interacts with our office.

Duties

Student Communications & Records

- Monitor and respond to email inboxes, following up on ongoing programs and directing correspondence appropriately
- Prepare reference letters and proof-of-enrollment documents for students
- Process scheduling change requests, updating records and notifying relevant parties

Registration & Payments

- Review new student registrations, confirm payment and signatures, and issue receipts
- Set up payment installment plans
- Manage registration documentation and maintain organized student files

Classroom & System Management

- Set up and maintain online classroom platforms, including class links, recordings, and access permissions
- Monitor class sessions to confirm instructor attendance and flag any discrepancies

Attendance & Instructor Hours

- Track instructor teaching hours and student attendance, compiling records into master tracking sheets on a regular schedule
- Coordinate schedule changes due to leave or rescheduling, notifying affected students and instructors promptly

Program-Specific Coordination

- Support scheduling, transcripts, and certificate preparation for specialized programs
- Coordinate instructor recruitment and onboarding for specific programs as needed
- Maintain program-specific files and course materials on relevant platforms

Compliance & Website Updates

- Track and implement regulatory updates (e.g., PTIRU) across forms, policies, and website content
- Support document review and approvals related to program and compliance changes

Facilities & Vendor Coordination





- Coordinate with contractors and external vendors (e.g., renovations, printing, equipment)
- Track and reconcile petty cash on a regular basis
- Support coordination of internal systems (e.g., LMS) as needed

General Administrative Support

- Compile reports and verify supporting documentation
- Send advance notices for holidays/closures to students and staff
- Coordinate scheduling and logistics for hiring interviews
- Respond to student, staff, and faculty inquiries by phone and email in a friendly and timely manner
- Provide backup support to other departments (e.g., sales, marketing) as needed
- Assist with government designation renewal processes, coordinating with regulatory bodies and internal deadlines
- Administer and support internal systems, including user permissions and basic reporting
- Support payroll and T4 documentation with attention to confidentiality and accuracy
- Build and maintain simple tools to reduce manual data entry where possible
- Perform general clerical tasks such as filing, data entry, and managing office supplies
- Greet and assist visitors, students, and staff at the front office

Skills

- Strong organizational skills with attention to detail to manage multiple tasks effectively
- Proficient in Excel and comfortable working with data across multiple systems
- Excellent customer service skills with a friendly, welcoming demeanor
- Experience with PTIB-regulated institutions or related compliance processes is an asset
- Strong written and verbal communication skills
- Ability to handle confidential and sensitive information with discretion
- Comfortable learning new tools and systems quickly
- Strong clerical skills, including filing and record keeping

Join our team as an Admin Assistant, where you will play a key role in keeping our operations running smoothly while supporting a positive experience for students and staff alike. We look forward to welcoming an organized and dependable individual who thrives in a energetic environment!

Pay: $20.00-$25.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Administrative Assistant (Burnaby)
🏢 Vancouver Churchill College
📍 Burnaby