Counselling Assistant

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Langara College is located in Vancouver, B.C.: applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.
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Job Title:
Counselling Assistant
Employee Group:
CUPE
Employee Type:
Temporary (Fixed Term)
Start Date:
Monday, November 2 2026
End Date (if applicable):
Thursday, December 31 2026
Job Summary:
The Assistant, Counselling provides reception, clerical and administrative support to the Department Chair, Assistant Chair and faculty Counsellors. Key responsibilities include providing administrative support to the Department/Assistant Chair in their management of human resources, financial processes, scheduling; and assisting Department faculty in the preparation of operational and project related activities; and organizing internal and external meetings, department and training events.
Job Description:
Duties & Responsibilities:
1. Performs a variety of reception activities, including scheduling appointments and responding to general queries:
Receives and checks in students (often in distress) for counselling appointments and welcomes other visitors to the Counselling Department.
Relays to Counsellors often sensitive and confidential student information.
Triages drop-in requests for appointments, determining whether student requires a one-on-one consultation with a Counsellor, or may refer student to an Advising Assistant or other resources, as appropriate.
Schedules appointment requests using an online calendar for enrolled and prospective students to see a counsellor. Schedules unexpected student requests and modifies schedule, in consultation with faculty, to triage urgent needs or crises as needed.
Actively monitors counselling appointments, drop in service times, or other counselling services. In consultation with Department Chair or Assistant Department Chair, identifies and troubleshoots counselling schedule conflicts and crisis appointments, and reallocates service levels.
Reschedules student appointments as required due to absences or unforeseen emergencies and ensures appropriate contacts are made and information are updated.
Assists with training of Advising Assistants and the orientation of new Counsellors. This includes training Advising Assistants in all facets of the reception relief component of their position. Orientation support for new Counsellors may include: accompanying Counsellors to IT, HR, or Facilities to obtain keys, employee ID or computer access; showing how to use College resources (e.g. photocopier, scheduling system, etc).
Provides routine information to enrolled and prospective students regarding services provided by the department including referrals to Counsellors and Advising Assistants.
Responds to a wide variety of telephone and in-person enquiries from students, instructors, staff, external agencies and the general public.
Responds to unforeseen student distress or emergencies, and immediately contacts the appropriate personnel (e.g. Counsellor, security, health services, or 9-1-1).
Redirects or relays enquiries to other departments or resources, as appropriate.
Refers complex and non-routine matters to the Department Chair of Counselling.
Maintains the general tidiness of the reception area.
2. Performs administrative support to the Department Chair and the Assistant Department Chair:
Maintains and reports statistics to the Department Chair as required. Compiles statistics by tracking and recording student data including but not limited to, scheduled and attended appointments, appointment codes, workshop attendees, etc.
Organizes and inputs data associated with Counsellor schedules including daily, monthly, and vacation schedules in the online schedule and record keeping resource.
In consultation with the Department Chair, assists with and participates in creating new processes / procedures relating to (reception services) provided by the Department.
Organizes logistical details such as room bookings, makes appointments, contacts attendees, and arranges equipment and catering, and arranges approved vendor payments for presenters.
Provides support to the Department Chair in scheduling and organizing internal and external meetings and training events. Coordinates and participates in planning approved activities for special/training events (e.g. department open house, professional development activities).
Initiates and sometimes responds to and follows-up with Counsellors requests for facilities services, IT resources, or other College services. Actions the Department Chair's directive as required.
Records and produces biweekly department meeting minutes and follows-up on action items as appropriate.
Provides financial services support including processing paperwork and invoices for approved department purchases, and training and catering expenditures.
Assists in the preparation of recruitment and evaluation processes of faculty Counsellors. Tasks may include, but not be limited to: printing and organizing applications, transcribing interview questions, scheduling interviews and evaluation meetings, compiling staff evaluations packages and distributing these to the evaluation committee.
3. Performs a variety of administrative and clerical activities:
Word processes a variety of documents, including but not limited to, forms, pamphlets, posters, letters, memos, or other related templates.
Maintain filing systems of hard copy and electronic department files which may include but not limited to, student files, forms and procedures, and other related shared resources.
Maintains the brochure displays in the Counselling Department and ensures they are adequately stocked.
Keeps bulletins and signage in the Counselling Department area up-to-date.
Orders office supplies and equipment.
Mails, scans, faxes, photocopies, or distributes department documents, as needed.
Picks up and distributes mail or packages.
4. Performs other related duties as required.
Qualifications Required:
Education
Grade 12 completion supplemented by one (1) year certification in office administration or equivalent.
Two (2) years of recent related experience providing administrative support and customer service, preferably within a post-secondary environment.
An equivalent combination of education and experience may be considered.
Experience in dealing with individuals experiencing often significant emotional and/or psychological distress while remaining calm and empathic.
Knowledge of post-secondary application and registration procedures, an asset.
Experience using a switchboard or multi-line telephone.
Knowledge of mental health first-aid training or similar, an asset.
Intermediate knowledge in the use of computer applications including: word processing (MS Word), spreadsheets (MS Excel), email and internet browsers.
Skills & Abilities
Effective oral and written communication skills in English.
Ability to communicate effectively with diverse students and the general public in a diverse and multicultural environment often who are experiencing high stress, and /or emotional and psychological distress.
Effective listening and interpersonal skills, including strong cultural awareness and respect of cultural differences.
Demonstrated ability to compose correspondence, generate materials and documents.
Sound problem solving and organizational skills with the ability to multi-task and set priorities.
Ability to engage in and execute a Counselling Services triage process to ascertain needs of students.
Ability to provide effective and appropriate information and assistance to the public, faculty, staff and students.
Ability to maintain confidentiality information in a responsible manner.
Capacity to work independently and as a member of a team.
Ability to work with frequent interruptions.
Ability to exemplify excellent customer service skills.
Ability to operate various related equipment such as filing systems, personal computers, printers, scanners, photocopiers and fax machines.
Keyboarding skills of 45 wpm.
Additional Info:
Hours and Days of Work:
Please note this position is 2 days/ week.
Candidates must be available Monday to Friday, 8:30 to 4:30
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