Program Administrative Assistant

SAIT • Calgary, AB

1d • CA$50,000 - CA$55,000 • Onsite

About The Position

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.

Requirements

• High School Diploma is required or GED
• One to two years of working in an administrative capacity
• Experience maintaining records and processing transactions.
• Working knowledge of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.

Nice To Haves

• Diploma or certificate in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience.
• Three to five+ years of administrative experience
• Post-secondary experience considered an asset
• Banner experience
• Power Apps is an asset
• Experience with Banner, Freshdesk, Cisco phone systems, AI-enabled productivity tools, and other administrative technologies is considered an asset

Responsibilities

• 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.
• 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.
• 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.
• 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.
• Support special projects and operational initiatives.
• Assist with data collection, reporting, and document preparation requirements.
• Perform other related duties as assigned.

Benefits

• View a summary of our benefits and perks for salaried employees

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED