Team Lead, Administrative Operations

Studying abroad is an incredible — and sometimes daunting — experience. SAIT’s International Centre is focused on attracting international students to study at SAIT, assisting with their transition to the institute and life in Canada and supporting them while they study here. If you have a passion for guiding students to new opportunities, and have experience supporting and mentoring international, we want to meet you.

The Opportunity

Reporting to the Associate Registrar, International, the incumbent is primarily responsible for assisting and supporting the International Centre (IC) team drive and bringing focus to operational excellence, ensuring the IC's (and by extension SAIT's) systems, processes and functions are on par or exceed SAIT's competitors. This position provides confidential executive administrative and organizational support to the Associate Registrar, International. Additionally, this position will supervise a team of administrative, marketing and reporting professionals within the IC's Administrative Operations unit.

This leadership position is responsible for the day-to-day operation of the Administrative Operations unit and maintaining budgetary controls and records. The Team Lead, Administrative Operations, is responsible for supervising and coordinating a range of team administrative tasks, such as (but not limited to) greeting (face-to-face and virtually) international learners and visitors to the Centre, managing IC email inboxes (including Fresh Desk) and triaging where appropriate, managing enrolment letter requests, managing and processing requisitions and agent commission payment, pull information/data related to international students to support student recruitment and student success activities, and other IC expenses and coordinate room bookings and catering for visiting delegations. The incumbent coordinates general office support with various administrative activities and related tasks, including external partnership assistance-related tasks.

The incumbent must have excellent organizational skills, outstanding verbal and written abilities, exceptional interpersonal skills, and cross-cultural awareness. This position requires the ability to function in a team environment while having a high degree of self-direction.

The individual in this position must work independently and be a self-starter with a collegial and collaborative attitude.

The Role

Administrative Operations & Leadership

• Assigns work in accordance with team responsibilities and priorities, in conjunction with overall departmental goals
• Ensure efficient use of resources and attainment of department targets
• Work collaboratively with all members of the International Centre to position SAIT as a global leader in applied education
• Mentor, train and support staff in achieving team and personal performance objectives aligned with departmental and divisional priorities supporting the Strategic Plans as well as the SAIT Educational Plan
• Manage the planning and implementation of the IC Service Model
• Establish individual and team goals that will maintain and enhance performance levels
• Ensures policies/procedures are upheld, and changes are implemented effectively
• Identify requirements for changes in staffing needs, adjust existing staff allocations and suggest additional resources as appropriate
• Ensure best practices are utilized, including adherence to SAIT policies and procedures
• Lead, coach, and motivate the Administrative Operations Team to achieve personal and departmental goals
• Provide guidance and assessments of workflow/processes within the department and identify opportunities to improve efficiencies
• Manages the Administrative Operations on-campus schedule rotation
• Conduct regular one-on-one meetings with each direct report
• Monitor activity and performance measures for individual Administrative Operations staff by providing feedback and mentoring, including having difficult conversations
• Supervise, oversee and coordinate the day-to-day operations of the Administrative Operations unit
• Lead the planning and implementation of the IC training plan
• Analyze the results of the departmental key performance indicators, recommend strategies for improvement and manage individual and team performances to meet desired objectives

General Administrative Support

• Maintains confidentiality, tact and respect at all times
• Manages the Associate Registrar, International calendars-prioritizing appointments and proactively resolving conflicts which may include a recommendation to meet with another team member
• Coordinates travel logistics for the Associate Registrar, International calendar
• Organizes special events as required, which includes creating and distributing invitations, booking facilities, catering and maintenance agreements
• Liaise with students, staff, faculty, community members, and industry representatives for information sharing and exchange purposes, complaint management and guidance as appropriate
• Reconciles Associate Registrar, International VISA statements to receipts for submission to Finance in compliance with policies and procedures
• Prepare documentation and correspondence, memoranda and reports and gather background materials
• Reviews all documentation received for the Director/Associate Registrar, International signatures to ensure compliance with policies and guidelines. Follows up with senders to correct errors or omissions
• Proactively creates and maintains effective workflow and communication to accomplish the work of the International Centre and its leadership team, which includes the handling of a variety of projects and tasks simultaneously
• Provides support to the International Centre leadership team by attending meetings to record minutes, typing and distributing minutes, drafting agenda items in collaboration with others, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants and extensive follow-up on items as needed
• Business operations support for the International Centre, including invoices and commissions, enrollment letters, coordinating meetings, correspondence, recruitment, processing and tracking of membership, managing tax receipt information, preparing menus and certificates
• Organizes and schedules meetings, including contacting participants, booking rooms, and catering
• Review and screen all invoices and contracts before the Director/Associate Registrar, International, signs the documents
• Respond to and direct requests in person, via telephone, Fresh Desk and email
• Provides support with budget management for the Business Operations unit
• Completes and submits expense claims in accordance with processes and procedures
• Make independent decisions regarding planning, organizing and scheduling of work
• Ensures a safe and healthy work environment by complying with health and safety policies and practices
• Maintains up-to-date procedures manual for the tasks and duties of the position

Additional Duties

• Completes special projects which may require research, as assigned
• Performs other related duties as assigned

Qualifications & Knowledge

Qualifications & Experience

• Excellent working knowledge of Microsoft Office suite
• Considerable skill in decision making, establishing priorities, and organization skills
• A minimum of 2 years' experience working at a senior administrative level ensuring confidentiality, integrity, excellence, respect, and tact
• Experience creating invoices and coding expenses an asset
• A minimum of 2 years of supervisory experience
• Post-secondary experience, bachelor's degree required. Combined education and experience may be considered
• Knowledge of Banner

Knowledge

• Ability to multi-task and work independently and in a team environment
• Excellent working knowledge of Microsoft Office applications – Word, Excel, PowerPoint and Outlook and database management
• Interpersonal skills and ability to positively interact with a variety of personalities
• Attention to detail requires the ability to work and process confidential information with discretion and sensitivity
• Exercise initiative, judgment and problem-solving skills to complete work, take responsibility and make decisions based on analysis and interpretation
• Some accounting knowledge – to accurately create invoices and code expenses
• Knowledge of office procedures and how to effectively manage/organize an office
• Ability to plan and organize informational programs and to work effectively with others
• Ability to establish and maintain an effective liaison with SAIT stakeholders
• Interpersonal skills – positive relationship building within the School of Hospitality and Tourism team and other departments and external community

Classification: Supervisor

Salary range: $80,000 - $88,000

# of positions: 1

Posting start date:

Posting closing date: April 26, 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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