Administrative Assistant Ii Jobs

Corporate Development, Applied Research and International (CDARI) is SAIT’s face to industry. Our instructors and staff are passionate about student and instructor success, in an environment that values applied academic excellence, teamwork, collaboration and driving innovation. Our non-credit courses are aligned to industry and designed to meet the needs of employers today and in the future.

The division centralizes and supports industry clients to develop customized non-credit corporate training for their employees and take their innovative product and process ideas to market locally, nationally and internationally. Within CDARI sits a number of support functions including Business Operations, Continuing Education, International, Corporate Training, Applied Research, and Business Intelligence.

The Opportunity

This administrative role will support the day-to- day needs for various departments that fall under Corporate Development Applied Research & International (CDARI), reporting directly to the Executive Assistant to the VP, CDARI.

The responsibilities for this role will vary daily to support the directors of Business Intelligence & Analytics (BI&A), Business Operations and Business Development and their managers with travel arrangements, couriers, shipping, arranging meeting rooms, booking catering, supplies, greeting clients and other assigned duties as required.

The Role

Coordinating meeting room facilities and technical equipment:

• Ordering office supplies
• Prepare documents and packages for meetings when required
• Contact IT support when necessary to ensure technical equipment is working properly
• Managing calendars for meeting rooms and shared office spaces (hotel offices/meeting rooms)
• Working with the group using the room to communicate the expectations of the meeting space including clean up before leaving the spaces
• Book meeting rooms and ensure meetings rooms are organized and clean
• Compiling and distributing agendas, transcribing minutes – when required
• Ensure technical equipment is working properly

Monthly expenses for leaders:

• Reconcile Visa/PCard statements as required by the directors on the 6th floor
• Support reconciling Visa/PCard statements for the AVP, CEPS if delegated by the supervisor

Assist with the coordination of onboarding for new staff reporting under the Director, Business Intelligence & Analytics, the Director, Business Development and the Director, Business Operations as required:

• Order business cards through XDocs
• Order cellphone through Commercial Services
• Order coffee and related supplies
• Order food, beverages and maintain kitchen area
• Set up computer accounts and creation of email accounts
• Work with ITS to order a laptop, screen, mouse, and software installs
• Support new hires with requesting their access through SAITWorks/Archibus
• Supports hiring managers to ensure they have the paperwork and information to onboard the new staff member including their safety paperwork
• Maintain organization of kitchen area
• Arrange and book travel as directed by the supervisor

Order food and beverages for catered events:

• Manage incoming and outgoing traffic
• Ordering related supplies for copy machine; Complete photocopy requests and filing
• Manage day to day mail, shipping and couriers for receiving/pick up and photocopy
• 6th Floor Office spaces
• Manage Senator Burns 6th floor reception area

Coordination of focus groups:

• Purchasing gift cards, contacting winners and greeting winners and obtaining their signature on a prize acknowledgement form before providing them with the gift card
• Manage cell phone issues and requests for the CDAR&I division
• Manage prize redemption for survey contest winners
• Contacting participants and inviting them to focus groups, remind them the day before, organize catering, and purchase gift cards as incentives for participants
• Support the supervisor with project work requested on behalf of the AVP and leadership team

Qualifications & Experience

• 2 years of office administration experience
• Excellent organizational and time management
• Effective communication, organizational and problem-solving skills
• A diploma in office management or other relevant post-secondary experience
• Strong multi-tasking and logistics capabilities
• Strong communication, both written and verbal
• Excellent interpersonal and customer relation skills
• Strong knowledge of Microsoft office (including Word, Excel, PowerPoint, Outlook and Access)

Job classification: ADMINISTRATIVE ASSISTANT II - A5904

Salary range: $45,108.05 - $53,628.25

# of positions: 1

Hours Per Week: 36.25

Posting closing date: July 18, 2023

“A flexible Hybrid work model can be offered for this role in accordance with SAIT guidelines”

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.

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