Program Administrative Assistant

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.

The Role

Program 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

• Working knowledge of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.

 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.

         
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.