Otr Administrative Assistant
December 10 2024
Industries
Education, Training
Categories Administrative assistant,
Calgary, AB • Full time
The Office of the Registrar at SAIT is an essential part of the student journey, the front line of student support from admissions to convocation. We are committed to informing and assisting our current and future students from initial inquiry through to graduation and employment.
The Opportunity
The Office of the Registrar is made up of several actively engaged teams, responsible for Service Excellence, Enrolment Management, Learner Progression and Business Systems and Technologies. OTR is a vital department for students, staff across SAIT, and external stakeholders, providing essential services and expertise to enhance the overall educational experience.
Reporting to the Supervisor, Front Office, the successful candidate will provide comprehensive administrative assistance to ensure smooth office operations. The candidate will support the implementation of various projects and activities within the OTR to enhance overall efficiency, provide administrative support to the leadership team and provide Office reception services.
The incumbent must exhibit excellent communication and organizational skills, exceptional interpersonal skills and cross-cultural awareness and demonstrate the ability to thrive in a collaborative team and dynamic environment.
This position is crucial in maintaining the integrity and functionality of the OTR, directly contributing to a positive experience for students and all partners involved.
The Administrative Assistant will deliver comprehensive support within the Office of the Registrar by performing a variety of administrative tasks to ensure the smooth operation of the office. The Incumbent works closely with Front Office coordinator and Leadership Team to provide administrative support for student facing and office administrative duties to ensure smooth office operations.
Role Responsibilties
- Front Office Reception and Administrative Service - 50%
- Office Reception - provides exceptional service to students, staff in person, by phone, and email.
- Excellence in customer service, problem solving and responding efficiently and timely to student and staff requests is a key factor
- Act as an ambassador for the Office of the Registrar by actively promoting the principles of community, excellence, integrity, respect, and innovation, ensuring alignment with our core pillars
- May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and support administrative processes, events, maintain and update tracking spreadsheets, and assigned projects
- Work collaboratively with staff and institutional stakeholders to support unified approach to student services and enhance the overall effectiveness of the Office of the Registrar's operations
- Liaise professionally with other departments and Schools
- Performs all duties autonomously and proactively
- Department Administrative Support - 30%
- Maintain and regularly update various tracking spreadsheets while ensuring information is accurate, up-to date, and consistently reflects current operational metrics and key performance indicators
- Help coordinate requests for facility maintenance, ITS support and other institutional departments, serving as a liaison between staff and the appropriate departments by acting as a primary point of contact
- Create and manage purchase requisitions for necessary supplies and services, and process invoice payments promptly and efficiently to uphold vendor relationships and ensure seamless operations
- Maintain an in-depth knowledge of SAIT's FOAPAL codes for ensuring proper coding of all financial documents
- Contact suppliers, as required, with any pricing/invoicing questions. Make purchases and process payments within budget. Complete expense claims and VISA reconciliation forms
- Assist other team member when required with administrative assistance
- Order and maintain office supplies, ensuring sufficient inventory levels to meet the needs of the department
- Conduct monthly reconciliation of credit card transactions, confirming that all charges are accurately recorded and documented
- Provides administrative support in the onboarding and offboarding processes for employees which includes document preparation, orientation, workstation and technology set-up, retrieval of equipment and managing access administration
- Oversee travel arrangements for staff, including the booking of flights and accommodations
- Offer logistical assistance for meetings by reserving rooms, overseeing technical needs, prepare and promptly distribute agendas, minutes, and action items to participants
- Other Duties/Projects - 20%
- Support the planning and execution of office events and activities by coordinating logistics and participating in setup as needed
- Actively participate in SAIT and OTR initiatives
- Identify opportunities for process improvement within the OTR to enhance efficiency and effectiveness, and recommend solutions for any identified challenges
- Provide support to various departmental portfolios by assisting with a range of stretch projects, fostering collaboration and innovation across the organization
Qualifications and Experience
- Minimum
- 2 years post secondary in studies related to business administration, office management, or equivalent work experience and education.
- 3 years' experience in an office administrative role
- Preferred
- 2 year Diploma
- Experience in a higher education role
- Experience working in an Office of the Registrar
- Skills Required
- Knowledge of academic policies
- Office software proficiency, including MS Office Suite and databases and student information systems
- Ability to convey information clearly and professionally with students, staff and intuitional stakeholders
- Customer service skills
- Problem solving skills
- Organization skills
- Ability to effectively handle shifting or changing priorities, including working additional hours with advanced notice
- Ability to create a rapport with students to build an academic advising relationship
Job classification: A5903 - Administrative Assistant I
Salary range: $ 46,113.60 - $56,825.60
# of positions: 2
Hours Per Week: 40
Posting closing date: December 23, 2024
About SAIT
SAIT is a global leader in applied education. Named one of Alberta's Top Employers, we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.
Building on our 100+ year history, we're looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.
Equity, diversity and inclusion (EDI) 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 EDI at SAIT.
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
SAIT has been made aware of individuals or organizations posing as SAIT using false postings to attract job seekers and collect personal information. Please be aware that SAIT will never request sensitive personal information beyond what is required for an application.
Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.
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