Trades meet tech in SAIT’s School of Transportation. Delivering hands-on, skills-based training, our schools prepare learners for rewarding careers in Alberta’s fast-evolving transportation industries. Join a team where learner success comes first through teaching excellence, tech-infused curriculum and state-of-the-art facilities.
The Opportunity
Job classification: A5903 - Administrative Assistant I
Salary range: $50,000.00 -$55,000.00 (based on a 40-hour work week). Placement within the range is typically based upon a review of skills, experience, and internal equity. This is a part-time position working 20 hours per week.
Hours per week: 20hrs (This is a part-time permanent position)
Posting closing date: Monday, 24th August at 4:00PM
View a summary of our benefits and perks for salaried employees
This position requires a high level of professionalism, strong communication skills (verbal/non-verbal, language/interpersonal skills), organization and attention to detail, computer information literacy, records information management, data integrity auditing and a keen focus on providing excellent, serviced-focused interactions with students and staff. The individual must be able to consistently communicate with applicants, students, team members and stakeholders to consolidate feedback. They must be a self-starter and take ownership of the required workflow to ensure timelines are met and processes are followed.
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The RoleProgram Support (50%)
- Provide administrative support for apprentice and non-apprentice programs delivered through the Point Trotter Campus under the direction of the Academic Chair.
- Prepare and distribute routine communications to students regarding program requirements, course schedules, orientation materials, welcome packages, deadlines, activities and other program communications.
- Support student admissions processes through report review, applicant tracking, communication of requirements and deadlines, and administration of related processes.
- Enter and maintain program-related information within institutional systems such as ATOMS, Banner, and mySAIT, as required.
- Coordinate Student for a Day and other student recruitment and outreach activities.
- Respond to student inquiries and provide accurate information regarding program processes, timelines, and available resources.
- Maintain student records and program documentation in accordance with institutional policies and privacy requirements.
- Assist with course, classroom, and examination scheduling activities as required.
- Compile, maintain, and coordinate program operational reports, tracking documents, and data requests.
- Assist the Academic Chair and instructional team with administrative processes that support program planning, delivery, and day-to-day operations.
Administrative Support (25%)
- Provide confidential administrative support to the Academic Chair, including calendar management, appointment scheduling, correspondence, and document preparation.
- Coordinate meetings for students, faculty, staff, and external stakeholders, including scheduling, room bookings, meeting invitations, and preparation of materials.
- Support faculty by assisting with travel arrangements, expense claims, professional development requests, instructional resource orders, and related administrative requirements.
- Assist with onboarding activities for new instructors, including salaried, adjunct, and casual faculty.
- Maintain departmental records and tracking systems, including expense approvals, p-card reconciliations, professional development requests, and other operational documentation.
- Organize, maintain, and archive electronic and physical records in accordance with institutional records management and retention requirements.
- Monitor and coordinate office and classroom supply requirements and ensure shared spaces remain organized and functional.
- Identify opportunities for process improvements and administrative efficiencies within established procedures.
Internal and external communications (10%)
- Serve as a primary point of contact for students, faculty, staff, and external stakeholders.
- Respond to inquiries received through various communication channels and direct requests to appropriate resources when required.
- Establish and maintain positive working relationships with internal and external stakeholders.
- Communicate information in a professional, accurate, and timely manner while maintaining confidentiality and privacy requirements.
- Monitor and respond to shared departmental email accounts, directing inquiries to appropriate resources as required.
Events and Campus Activities (5%)
- Assist with planning and coordinating campus events, team-building activities, orientations, meetings, and special functions including events such as Open House, Women in Trades events, and industry visits.
- Coordinate event logistics including room bookings, catering, audio-visual requirements, equipment rentals, participant registrations, name tags, and event materials.
- Arrange meeting invitations, guest speakers, and volunteer support as required.
- Support event execution and follow-up activities.
Other Related Duties (10%)
- Support special projects and operational initiatives.
- Assist with data collection, reporting, and document preparation requirements.
- Perform other related duties as assigned.
Qualifications & Experience Education
- High School Diploma is required or GED
Preferred
- Diploma or certificate in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience.
Experience
Minimum Required
- One to two years of working in an administrative capacity
- Experience maintaining records and processing transactions.
Preferred
- Three to five+ years of administrative experience
- Post-secondary experience considered an asset
- Banner experience
- Power Apps is an asset
Qualifications, Certifications or Designations
Minimum Required
Preferred
- Experience with Banner, Freshdesk, Cisco phone systems, AI-enabled productivity tools, and other administrative technologies is considered an asset
Skills and Competencies
- Strong customer service orientation and commitment to supporting student success.
- Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
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About SAIT
At SAIT, we’re building bold futures. We’re a community of tenacious problem-solvers, inventive thinkers, and passionate collaborators who believe in doing work that matters.
Named one of Alberta’s Top Employers, we’re driven by a desire to create an impact in our community. If you’re looking for a place where purpose meets possibility, you’ve found it here.
We’re committed to community and belonging
Community and belonging is essential to achieving SAIT's vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about Community and Belonging at SAIT.
