Administrative Assistant

The Office of the Ombudsperson is committed to promoting fairness and due process within the SAIT community. Serving as an impartial resource, the Ombudsperson helps individuals understand their rights, navigate policies, and explore available options to address concerns effectively.

The Opportunity

Are you a detail-oriented professional who thrives in a collaborative, service-focused environment? The Office of the Ombudsperson and the Office of Community and Belonging (C&B) are seeking an Administrative Assistant who brings efficiency, discretion, and a strong student-centered mindset to the team. This role offers a unique opportunity to assist two dynamic departments, contributing to meaningful initiatives that foster inclusion and support across our institution.

As the first point of contact for both offices, you’ll play a vital role in ensuring smooth operations, managing communications, administering financial processes, and coordinating events. If you’re passionate about supporting fair and equitable outcomes that enable success within the SAIT community and you enjoy working in a collaborative, team-oriented setting, this is the role for you.

Note: This is a temporary role until March 31, 2028.

The Role

• Serve as reception for both offices, welcoming visitors and managing phone and email inquiries in a manner that prioritizes confidentiality
• Create and maintain confidential records in the Office of the Ombudsperson case management system 
• Adhere to institutional policies and retention practices in the management of department records and files
• Track and reconcile departmental budgets, process purchase and cheque requisitions, and manage expense claims and professional development requests
• Assist in the preparation of annual reports for the Office of the Ombudsperson and the Office of C&B
• Gather and present information on topical or sensitive issues for accurate and timely feedback 
• Assist in maintaining the department’s internal and external webpages, including assuring that content remains current and relevant
• Prepare PowerPoint presentations
• Provide confidential administrative support, including minute-taking 
• Coordinate room bookings and catering for meetings and events 
• Manage incoming and outgoing mail 
• Organize office moves, furniture, renovations, and IT needs 
• Recommend and implement improvements to office procedures, workflows and projects as they arise 
• Review and uphold institutional policies and procedures 
• Serve as COR Safety Audit Champion and manage health and safety issues, including training of staff 
• Arrange travel and accommodation for staff 
• Perform other duties as assigned 

Qualifications & Experience

• High School Diploma required; postsecondary diploma in administrative support preferred 
• 2–3 years of administrative experience required; experience in a postsecondary environment preferred 
• Equivalent combinations of education and experience will be considered 
• Strong verbal and written communication skills 
• Sound judgement when handling sensitive or confidential information
• Effective minute-taking and note-taking skills 
• Proficiency with general office equipment and procedures 
• Skilled in Microsoft Office Suite, web tools, and Enterprise Resource Planning platforms 
• Experience with electronic information management systems 
• Ability to prioritize tasks and manage multiple deadlines efficiently
• Ability to build positive relationships with staff, students, and external partners

Job classification: Administrative Assistant II -A5904

Salary range: $45,786.65 - 56,474.60

# of positions: 1

Hours Per Week: 36.25

Position End Date: March 31, 2028

Posting closing date: August 20, 2025

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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Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.