Administrative Assistant, Apprenticeship
March 28 2025
Industries
Education, Training
Categories Administrative assistant,
Calgary, AB • Full time
SAIT is a global leader in applied education and an institution that empowers employees to make a difference in the lives of our students. Building on more than a century of history, we are looking for innovative employees wanting to create a future with us. As part of our team, you are encouraged to be bold and inventive, bringing new ideas to the table. Change excites you.
SAIT offers the chance to do work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers. We develop leaders in the classroom and our workspaces, encouraging lifelong learning for both students and employees.
Your future starts now … at SAIT.
We are looking for individuals who align with our commitment to excellence and who demonstrates:
o a growth mindset through curiosity, creativity, and collaboration
o leads with a world-class customer experience mindset
o is dynamic and responsible to the needs of stakeholders, speed and agility are critical
o someone who embraces trial and error as an important part of learning
The Opportunity
You are a self-motivated, detail-oriented professional who can contribute to both individual and team initiatives and activities with a cooperative and results-oriented attitude. This individual would be highly collaborative, have strong communication and interpersonal skills, and a proactive mindset anticipating the apprenticeship workflow.
This role acts as a resource to coordinate apprenticeship initiatives and activities with several SAIT Schools. It is also in charge of event coordination and support, liaising with apprenticeship Academic Chairs and Apprenticeship and Industry Training (AIT) personnel or industry partners.
If this sounds like an exciting opportunity, we want to hear from you!
The Role
- Flow sheet development in consultation with program Academic Chairs and Office of Apprenticeship
- Administer and maintain security access for the Apprenticeship, Trade, and Occupation Management System (ATOMS)
- Coordinate meetings, create agendas, take minutes, and distribute information to committee members
- Support Team Apprenticeship, take and share meeting minutes and other communications
- Work collaboratively with the Office of Apprenticeship leadership and AIT Liaison to coordinate and schedule training intakes and final branch exams
- Work with Finance to coordinate and execute payments for institutional membership fees
- Make periodic purchases and reconcile PCard
- Prepare monthly reports and flow sheets
- Work collaboratively with internal and external stakeholders to enter seat requests in ATOMS and make adjustments throughout the year
- Make rooms bookings, catering arrangements and provide general support for events throughout the year
- Conduct periodic tours of apprenticeship facilities
- Possess a basic functional knowledge of all apprenticeship programs
- Sit on internal committees as an apprenticeship representative
- Available to present on apprenticeship at open House and other apprenticeship-related events
- Manages all incoming and outgoing mail and answer phone inquiries to respond to inquiries or refer them to appropriate resources when needed
- Prepares PowerPoint presentations and assists in the preparation of annual reports
- Prepare documentation pertaining to expense claims
- Assist with various program activities as required e.g. Open Houses
- Coordinate Regional Skills event
- Operational administration for Provincial, National and World Skills including booking hotels for competitors/coaches, prepare travel pre-approval and expense forms for Provincial, National, and World Skills
- Confirm accuracy of submitted travel and expense claim documents
- Answer phone inquiries and refer to appropriate resources
- Assist with various school activities e.g. Open House
Qualifications & Experience
- Minimum administrative professional diploma or post-secondary in a related field
- Two years administrative experience required, with five years or more preferred
- Equivalent combination of experience and education may be considered
Job classification: Administrative Assistant II
Salary range: $54,121.60 - $60,070.40
Hours Per Week: 40
Posting closing date: April 4th, 2025
At SAIT, we understand that experience comes in many forms. We're dedicated to adding diverse perspectives to SAIT - so if your experience is close to what we're looking for, please consider applying.
SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor.
BEWARE FALSE POSTINGS AND RECRUITING OFFERS
The Southern Alberta Institute of Technology (SAIT) has been made aware of individuals or organizations posing as SAIT using false SAIT postings to attract job seekers and collect personal information.
Please be aware that SAIT will never request information beyond what is required for a resume. SAIT will never ask for sensitive personal information such as birthdates, banking, social insurance or health care account information for our application process.
Career opportunities at SAIT will always be posted on the SAIT career site. If you are uncertain about the validity of a posting or offer, please forward the suspicious posting to working@sait.ca.
The Southern Alberta Institute of Technology (SAIT) is a polytechnic institute in Calgary, Alberta, with a vision to become a global leader in applied education. Building on its 100+ year history SAIT continues to reimagine the workforce of tomorrow and continues to train hit-the-ground-ready, future-proofed graduates.
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