Programs Assistant, Participant Resources (Part-Time)

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Wesley First Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

Participant Resources has a broad mandate to develop, implement, and provide essential services to support the non-program related needs that support the well-being, both the mental and physical health, of registered arts and leadership program participants. 

The Programs Assistant supports all aspects of the department including logistical, administrative, and operational delivery of service and programming requirements. This role is responsible for front line interactions with artists, leaders and faculty, and provides administrative support for the office. The successful candidate will field inquiries and requests for services, support office systems and procedures, act as a liaison between participants and Banff Centre departments with respect to specific concerns, and provide administrative support as assigned. This position will support the Program Coordinator and Mental Health and Wellness Strategist to research and assess programming. Programs include excursions, workshops, and all events designed for Banff Centre program participants to enhance their experience and support their well-being while in residencies.

Roles and Responsibilities

Reporting to the Manager, Participant Resources and Mental Health Strategist, below are some key accountabilities:

Reception/Customer Service

• Provide accurate information and screen direct requests to appropriate Banff Centre departments; remain current on Banff Centre systems and procedures as they pertain to the participant’s stay; maintain information related to a range of topics and activities relevant to participants including services available at the Centre and in greater Bow Valley
• Support Program Administration by collecting faculty immigration and travel documents

Administrative Duties

• Oversee all office systems including filing records retention schedules are adhered to; ensure all training documents are current
• Process all financial transactions including processing invoices and managing cash box and deposits
• Create the monthly events calendar and assist with signage across campus relating to PR services, resources and artist lounges
• Coordinate all aspects of international participant health insurance

Participant Support

• Act as an interdepartmental liaison communicating with Banff Centre departments, programming and leadership areas, faculty, participants and practicums; practice effective problem solving methods in order to resolve issues and concerns
• A key point of contact for participants in distress, experiencing personal or programmatic challenges, or requiring medical assistance. Assess the urgency of their situation and refer them to the most appropriate resources available

Mental Health

• Support the Program Coordinator and Health and Wellness Strategist including: researching potential wellness programming and facilitators and is the staff member in attendance at events when required
• Assist with the preparation of the student wellness assessment (National College Health Assessment)

Accessibility Supports

• Assist in the coordination of accessibility accommodations for participants and faculty with different physical and mental abilities, illnesses that are chronic, temporary, or recurring, that may inhibit their ability to full participate in their program under Banff Centre's legal obligations of Duty to Accommodate

General

• Deliver program orientations and communicate Participant Resources information out to participants over the course of their program
• This position comes into direct contact with a wide range of confidential material and issues involving the personal lives of faculty and participants. It is essential for the incumbent to maintain strict confidentiality concerning such matters
• Other duties as assigned

Qualifications and Educational Requirements

• Post-secondary education or equivalent experience, and a minimum of 3 years' experience working in an administrative capacity, preferably with an arts organization, non-profit, or post-secondary institution 
• Demonstrate strong analytical, writing and interpersonal skills
• Ability to formulate and apply flexible solutions to problems that arise, and think and act quickly with a broad range of issues, people, and situations
• Intermediate level experience working in a Microsoft Office environment
• A second language is an asset 
• A clean, valid driver’s license is preferred

Special Requirements

• To be considered, candidates must live in the Bow Valley. This position is not eligible for staff housing. 

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500 hour probationary period.
• This position pays $19.79 - $20.79 per hour working up to 15 hours per week on a regular schedule on weekdays, with the option to work up to 22.5 hours per week during initial training period through April 1, 2026.
• Availability to work a full day (7.5 hours) on Fridays is required.
• Benefits of working at Banff Centre are:
  • Professional development
  • Staff cafeteria and restaurant discounts
  • Onsite fitness facility at a discounted rate – first month free for new staff!

Application Process

• We are accepting applications for the Programs Assistant position until a suitable candidate is found. 
• Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check with Vulnerable Sector verification through the local RCMP detachment, verifying a clear record.
• Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.