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Office Administrator At Banff Centre for Arts and Creativity

Location: Banff, Alberta

Job Description

The Office of the Registrar (O of R) at Banff Centre is looking for an organized and efficient individual to join their team as Office Administrator. The primary focus of this role is to keep the Office of the Registrar running smoothly and efficiently through processing of applications and admissions materials and program payments. The Office Administrator will also be responsible for responding to daily inquiries in person, by telephone, and by email. This position is well-suited to an individual who is growing their career in office administration and wants to gain more experience in financial systems and transactions and different software applications.


Specific Accountabilities


  • General office duties including ordering office supplies, organizing all mail and incoming paperwork, and performing equipment upkeep including maintaining the printers, photocopiers and the FAX machines in the O of R.
  • Receiving inquiries via telephone, email, or in person and providing information as requested.
  • Being thoroughly familiar with all of the Arts and Leadership Programs currently on offer as well as the application requirements for these programs.
  • Alphabetizing, organizing, and filing participant records. Archiving participant records as needed.
  • Data entry, including processing applications and entering data into alumni, student, and database systems.
  • Processing payments and cash outs on a timely basis, sending receipts, and following-up on declined payments.
  • Creating transcripts, looking-up alumni, and maintaining the alumni database
  • Handling tax forms, including completing the tax inquiry forms for Finance, organizing tax forms for in-house participants, completing annual tax mailers, and handling returned tax forms.
  • Supporting the preparation of annual reporting requirements for the department
  • Assisting Participant Registration Coordinators during busy times to ensure high quality of service
  • Additional related responsibilities as assigned by the Manager of Admissions and Registration


Qualification and Educational Requirements


  • Completion of a certificate in office administration, business, or equivalent educational background
  • 1 to 3 years of office administration experience
  • Proficient with Microsoft Office, specifically Word, Excel, and Outlook
  • Previous experience in a front-line customer service role
  • Property management software experience is an asset
  • Comfortable learning new software programs
  • Highly organized with a keen attention to detail


Special Requirements


Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be made.


Employment Terms & Benefits


In accordance with CUPE 4318, this is a unionized, termed, hourly support staff position, subject to a 500 hour probation period.


The wage for this position is between $17.97 and $19.32 per hour, depending on experience, working up to 35 hours per week.


Banff Centre offers a comprehensive benefits package including on-the-job training, a supportive work environment, staff cafeteria, subsidized fitness club memberships, staff events, and free or reduced admission to many Banff Centre concerts, films, lectures, and exhibitions.


Application Process


We are accepting applications for the Office Administrator position until a suitable candidate has been identified.


Please submit your cover letter and resume online via Banff Centre for Arts and Creativity careers page as per below:


For new applicants, click ‘Apply Now’ and complete the application for employment. Please upload your cover letter and resume as ONE document in either .doc or .pdf format.

For previous applicants, log into your profile using your email address and password, then upload your cover letter and resume as ONE document in either .doc or .pdf format.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Banff Centre hires on the basis of merit and is strongly committed to fostering diversity within its work community. If you are a foreign national please visit our International Applicants page for more information.


Thank you for your interest in working at Banff Centre for Arts and Creativity.


Banff Centre, through its third party vendor, collects and stores information applicable to the candidate profile you create when you submit the information asked for above. The use and disclosure of the collected information is for the sole purpose of job search and placement activities for Banff Centre. The information is subject to the Freedom of Information and Protection of Privacy Act. The information will be retained and when disposed of, it is done so in a secure manner.