Cdari/Ceps Office Administrator

SAIT’s Continuing Education and Professional Studies (CEPS) focuses on non-credit programs supporting corporate training, the individual learner and international projects. We create courses and programs for life-long learning with careers at our core. Our courses range from exploring general interests to up-skilling for career advancement and reskilling for career changes. We complete all background activities required to set up our products for students to purchase and experience several delivery options.

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

The Role

• Arrange and book travel as directed by the Assistant to the AVP, CEPS

Coordinating meeting room facilities and technical equipment:

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

Monthly expenses for leaders:

• Support reconciling Visa/PCard statements for the AVP, CEPS if delegated by the Assistant to the AVP, CEPS
• Reconcile Visa / PCard statements as required by the directors on the 6th floor
• As required, reconciling PCard statements for the director in PaLS

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

• Order business cards through XDocs
• Support new hires with requesting their access through SAITWorks/Archibus
• Work with ITS to order a laptop, screen, mouse, and software installs
• Order cellphone through Commercial Services
• Supports hiring managers to ensure they have the paperwork and information to onboard the new staff member including their safety paperwork
• Complete SAAFs to set up computer accounts and creation of email accounts

Order food, beverages and maintain kitchen area:

• Order food and beverages for catered events
• Order coffee and related supplies
• Maintain organization of kitchen area

6th Floor Office spaces:

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

Coordination of focus groups:

• Contacting participants and inviting them to focus groups, remind them the day before, organize catering, and purchase gift cards as incentives for participants

Manage prize redemption for survey contest winners:

• 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
• Support the Assistant to the AVP, CEPS with project work requested on behalf of the AVP and leadership team

Qualifications & Experience

• Effective communication, organizational and problem-solving skills
• Excellent interpersonal and customer relation skills
• Office Management Diploma preferred
• 2 years of office administration experience
• Diploma in office management or other relevant post-secondary experience

Skills Required

• Strong multi-tasking and logistics capabilities
• Excellent organizational and time management
• Strong communication, both written and verbal
• Strong knowledge of Microsoft office (including Word, Excel, PowerPoint, Outlook and Access)

Job classification: ADMINISTRATIVE ASSISTANT II - A5904

Salary range: $45000 - $55,000

# of positions: 1

Hours Per Week: 36.25

Posting closing date: Open until position filled

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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