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Job Description

About Bow Valley College

For 60 years, Calgary's college has grown to prepare 14,000 students annually for meaningful careers in health care, social services, business, technology, and creative industries. Every program has a Work Integrated Learning requirement, ensuring students contribute to the workplace before they graduate. With a strong focus on advanced simulation training and Alberta's evolving needs, Bow Valley College's new Health Care Centre of Excellence is working to expand space and programs, aimed at graduating four-times as many health professionals annually by 2036. Proudly recognized as one of Canada's Top 50 Research Colleges, we combine innovative learning with hands-on experience. Home to Alberta's only major e-sports arena and a state-of-the-art digital production hub. Learn more about the opportunities Bow Valley College creates for students, Calgary, and Alberta atbowvalleycollege.ca.

Position Summary

Reporting to the Director of Learner Success Services, as the first point of contact for all in-person and telephone inquiries to the Learner Success Services department, this role is instrumental in providing a high level of customer service for all learners, prospective learners, applicants and visitors to the department. The incumbent is expected to accurately assess the best service for each inquiry and deliver required initial support. To deal effectively with the diversity of the student population, the vast array of services provided within the department (including counselling, supports for students with disabilities, financial aid, scholarships/awards, student health services, alumni services, career services and student affairs) and complex needs of clients, excellent communication, attention to detail and problem-solving skills are essential.

They must have a strong understanding of FOIP requirements and the services provided within the department as well as a solid understanding of the duty to accommodate, safety protocols, code of conduct, college programs and services, key contacts for programs and services and must be sensitive to the legal and ethical implications of timely access to services. They must be able to remain professional and calm and be able to problem-solve in complex, emotional contexts. The incumbent is also responsible for general administrative duties within the department including processing financial transactions, maintaining accurate and confidential records, maintaining appointment schedules and ordering specialized supplies.

General Reception Duties (25%)

• First point of contact for learners and other visitors to LSS for inquiries specific to Counselling and Specialized Support, Financial Aid, Alumni Relations, Student Affairs, Student Awards, Career Services and Student Health Services. Contact with learners, prospective learners and visitors may be by telephone, email and in-person

• Making outgoing service follow-up and reminder calls to clients and appropriate community contacts according to prescribed processes

• Opening and closing the Learner Success Services department in timely manner to ensure consistent service;

• Managing and maintaining department student appointment schedule

• Scheduling appointments and drop-in visits into the appropriate scheduling software

Assessment/Triage (40%)

• Acting as a frequently-asked-questions resource, utilizing and synthesizing College information (internal website, Course Guide, Calendar, public folders, external website) to respond effectively and thoroughly to questions

• Promoting services based on learner/applicant needs; providing additional information on specialized services and supports available to learners/applicants with disabilities, and linking learner/applicants to the best starting point to fulfill legal requirements of provision of these services

• Assessing complex inquires/requests to determine if additional assistance is required from other members of the LSS team and/or if the requests are urgent in consideration of safety, conduct, scope of knowledge, legal/ethical requirements, etc;

• Dealing with complex situations where immediate action is required such as calming distraught individuals and determining appropriate response, including referring to appropriate service provider within LSS while maintaining a calm and professional demeanor

Administrative duties including (30%)

• Accurate data entry of learner information and required tasks in Agresso, Outlook, Office Tracker and Electronic Health Record according to prescribed processes

• Creating, processing and maintaining secure and confidential learner and department records that may include medical/psychological reports and health information

• Ensuring all forms submitted by students are complete and accurate; offering assistance and advice to ensure transactions are processed quickly and effectively

• Processing payments for various fee-for-service activities and reconciling financials

• Ordering department specialized supplies including business cards, keys, name tags

• Formatting and producing a wide variety of printed material and developing routine correspondence for the Director

• Producing a variety of reports from databases and administrative programs using pre-established formats

• Managing and maintaining and appropriate supply of print materials and forms for the reception area

• Maintaining clean and tidy reception area, including waiting area for clients

Requirements

• 2 years of related experience

• Certificate in Office Administration/Medical Office Assistant

• Experience in a health care setting would be an asset.

• Experience working with adult learners, working with the public, customer service.

• Experience in an office setting, working with client files, computer applications and use of telephone, internet and email

• A relevant combination of education and experience may be considered

If your education was received internationally we will require you to provide an international education assessment through IQAS, WES, or one of the other nationally designated organizations upon hire.

Closing Date: August 13, 2026

This opening is a temporary (AUPE) position with an anticipated conclusion in January, 2027. 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.

Union :

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.