Campus Clubs Support Specialist

Job Responsibility:

Campus Clubs Support Specialist

About NAITSA

The NAIT Students' Association (NAITSA) is a registered non-profit organization that exists to provide services, representation and leadership to students enrolled in credit and apprenticeship programs in one of Canada's largest polytechnic institutions, the Northern Alberta Institute of Technology (NAIT).

Status: Full Time Permanent, 37.5 hours per week

Location: NAITSA, 11762 106 St NW, Edmonton, AB T5G 3H4

Remote Work Eligibility: Not applicable

This position was posted on August 2, 2024, and applications will be reviewed starting August 12, 2024. The posting will remain open until a suitable candidate is found.

The Opportunity

Here at NAITSA, we pride ourselves on providing a well-rounded and fulfilling campus life experience for NAIT students. We believe that post-secondary experiences go far beyond the classroom, and we aim to offer a variety of opportunities for students to get involved. Campus Clubs is the centre for students to connect with like-minded peers and elevate their post-secondary experience. We mentor NAIT students from club concept to operational execution by providing resources, services, and training opportunities. There are a lot of moving parts to Campus Clubs; we are looking for an enthusiastic member for the team to help us elevate the clubs experience and provide direct support to student clubs with their club operations. If we have caught your attention… please read on!

Who are we looking for?

The Campus Clubs Support Specialist is the first point of contact for current and prospective club members visiting the Campus Clubs Centre in the NAITSA office. We are looking for a welcoming and enthusiastic individual who will create an atmosphere at the Clubs front desk where student leaders feel comfortable approaching and asking questions. You will become knowledgeable on all aspects of Campus Clubs and be able to speak to student leaders about the process of starting up a club at NAIT, helping turn their ideas into reality, and know where to redirect their questions when necessary. We are looking for a team player with positive energy who student leaders and the rest of the Clubs team can rely on to contribute to overall student success. The Campus Clubs Support Specialist works closely with the Campus Clubs Manager, Clubs Events Supervisor, and Clubs Finance Supervisor to provide exceptional service to students.

What you will be doing...

This position reports to the Campus Clubs Manager. Some of the responsibilities include, but may not be limited to, the following:

Campus Clubs Centre reception and administrative support:

• Demonstrate excellent customer service when greeting and assisting club leaders, answer general club inquires by email, phone, and in-person, and refer to other Clubs staff members, as required.
• Distribute club cheques, receive deposits, approve and stamp club posters.
• Provide technical assistance including user demonstrations to club leaders using the online platform Ookslife.ca, ensure club rosters are updated, assist clubs to remain in good standing.
• Process club cash deposits and record transactions.
• Other administrative duties such as maintaining club lockers and tracking inquiries for data analysis and service improvement.

GIV'ER Program Administration:

• Act as the main point of contact for the GIV'ER program, recognizing and awarding points to clubs for their contributions to non-profit and charitable organizations.
• Receive and track club submissions, review and submit status decisions, communicate achievements through the online system.
• Notify our Finance department to award funds to club accounts.

Assist with administration of new club registrations and re-registration:

• Manage communications within the clubs shared mailbox, and assist students with navigating the club registration process, and provide post-registration set up information.
• Prescreen club registration submissions, assist with administration and approval of new clubs, with support from the Campus Clubs Manager.
• Liaise with the Campus Clubs Manager to set up advising and training sessions for clubs requiring additional support with registration.

Clubs operational support and administration:

• Daily admin tasks through Ookslife.ca platform including maintaining knowledge of the system, troubleshooting procedures for clubs, and submitting feedback or development requests.
• Update Clubs information on the Clubs Handbook microsite. Compile information from Clubs team members for web updates, as required.
• Participate in regular Campus Clubs team meetings and Campus Life strategic planning.
• In collaboration with the Campus Clubs team, provide timely training to student clubs, plan and/or lead sessions and roundtables at club training events, as required.
• Other duties as required.

The role of supporting post-secondary students is a rewarding experience and an opportunity to continue building on the following skills: Communication, Problem Solving, Club Administration, and Public Speaking. It's a bonus if you already come with some of these skills but we offer training in a collaborative team environment and will offer the tools to help you succeed in your role.

Qualifications (Must-Haves)

• Post-secondary certificate, diploma, or degree, preferably in a related field. Equivalent work experience will be taken into consideration, but experience participating in a post-secondary environment is a definite asset to working within it.
• Minimum one (1) year of customer service, reception, and/or administrative experience.
• Strong organizational skills and attention to detail.
• Interpersonal skills, comfortable with public speaking and working in a team environment.
• Excellent time management skills and able to work independently.
• Previous work experience with various software applications, and the ability to learn new programs quickly.
• Previous working experience with Microsoft Office Suite and Google Workspace.
• References and Security Clearance: Employment in this position is conditional upon successful completion of references and a Canadian Criminal Record check.
• Must be legally authorized to work in Canada without employer sponsorship.

Preferred Skills (Nice-to-Haves)

• Knowledge of NAITSA Campus Clubs policies and procedures (and/or other post-secondary student groups policies) is a definite asset.
• Previous involvement with a club, whether through post-secondary experience or personal interests.
• Cash handling experience.
• Some experience with student engagement platforms is an asset, but not required.

Working Conditions

• Work Hours | Monday to Friday, 8am to 4pm, some flexibility is required

• Mostly sedentary with extended periods of sitting, as well as frequent use of standard office equipment.
• Occasional lifting and carrying of equipment up to 25 lbs.
• Please note, NAITSA's office is pet-friendly and regularly has dogs present that are certified through the PAWSS program.

What we offer

• Paid time off package that includes Vacation, Personal Choice Days, 3 Summer Fridays, Fall Break, and 2-week closure for December break.
• Full benefits after 3 months including Health, Dental, Vision & Drug, Healthcare Spending Account, and Personal Wellness Spending Account.
• Employer RRSP matching program.
• Paid parking or transit reimbursement.
• Social committee events, staff apparel, and various discounts.

NAITSA is an equal-opportunity employer and encourages applications from all qualified individuals. Accommodations are available upon request for candidates participating in any stage of the selection process by contacting View email address on ca.edajobs.com

How To Apply

Apply by completing your application and attach a PDF copy of your Resume and Cover Letter addressed to Rose Martin Baumgartner, Campus Clubs Manager. Applications that do not meet this criteria will not be considered. You can expect a confirmation email once we have received your application.

Additional Information

We appreciate all applications for employment, however, only those applicants chosen for an interview will be contacted. For more information about the NAIT Students' Association please visit our website at