Administrative Assistant, Student Development And Counselling

The Student Services department’s role in student success is to create a culture and environment that unleashes the full potential of all the students at SAIT. Our primary goal is to support Student-First Culture, by focusing on student success and mobilizing all campus community members in this shared goal.

The Opportunity

Reporting to the Supervisor, Student Development and Counselling (SDC). You will be the first point of contact for all learners, staff and guests seeking services from Student Development and Counselling. In addition, this position also provides administrative support to counselling staff, and mental health promotion staff. Note this position is on campus only.

Note: work hours are 8:15 to 4:30 with some alternate shifts (10:45 am – 7 pm) during Fall and Winter terms

The Role

• Administer and compile client satisfaction surveys as directed
• Maintain office area, supplies and multiple office bulletin boards
• Implement and abide by Health and Safety Protocols
• Note this position does not provide any counselling or in-depth conversation with students and supports the office and professional staff in providing that service
• Utilize specialized scheduling and database software
• Perform a broad range of administrative duties such as, ordering and maintaining supplies
• Provide front line (in person, telephone, MS Teams and email) administrative support for students requesting counselling appointments or drop in services; respond to request with timely bookings and information; manage completion of forms; monitor students coming for appointments; alert counsellors of urgent situations
• Liaise with internal departments and external contacts
• Simultaneously manage 2 telephone lines, in person inquiries, a general inquiries email inbox, and appointment attendance; maintain welcoming professional front line contact
• Respond to community career counselling inquiries, set up appointments and process payments
• Design, develop and maintain procedures, manuals and systems for a variety of operations and services
• Administer electronic forms to students and monitor iPad devices
• Schedule counselling appointments, meetings, coordinate workshop schedules and other activities and events for multiple staff; maintain the department calendar
• Maintain accurate, confidential, electronic and paper files; prepare documents as needed, and track office operations
• Prepare handouts and workshop materials as requested
• Monitor students coming for appointments and inform counsellors of their arrival; advise counsellors of any urgent situations

Qualifications & Experience

• Demonstrated skills in working in a fast-paced and complex environment, in teams and independently
• Ability to maintain the strictest standards of confidentiality
• Highly organized and strong attention to detail
• Ability to handle occasionally distressed or difficult people in an open area with sensitivity and professionalism
• Ability to problem solve, use appropriate judgment and make decisions within boundaries of role
• Bachelor’s degree or minimum diploma in office administration plus related work experience
• Superior interpersonal skills, ability to remain calm in high pressure situations; high level of personal coping skills
• Three years of similar front line and administrative experience – experience in post-secondary environment; experience in a counselling environment would be an asset
• Students can occasionally be in stressed state and multiple students may request services at one time. Maintaining a calm, professional manner during times of multiple urgent tasks is required
• Experience communicating effectively and respectfully with students/individuals from a variety of different backgrounds and with a variety of different presentations when seeking support
• Ability to be flexible, anticipate potential difficulties, and act accordingly
• Excellent verbal and written communications skills
• Excellent computer skills – (MS office, MS word, Excel, Outlook) and Teams with keyboard speed and accuracy (50 wpm); experience with Banner and Titanium would be an asset
• Proficiency in learning new scheduling and database software

Job classification: Administrative Assistant I

Salary range: $41,168.40 - $50,725.35

Hours Per Week: $36.25

Position End Date: July 31, 2024

Posting closing date: July 21, 2023

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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