Operations Admin Assistant

Job Responsibility:

In order to ensure your application is received by NAIT for thorough review and consideration, please apply directly through our Careers site at

Please Note: This is a temporary position ending on or before June 30, 2027, with the possibility of extension.

Being one of Alberta's Top Employers for 13 years in a row, NAIT offers a wealth of personal and family health and wellbeing benefits, outstanding professional development opportunities, amazing recreational and leisure facilities, an environment unrivaled in engagement and dynamism, and co-workers who are collaborative, respectful, and supportive.

As NAIT continues to expand and strengthen its Applied Research initiatives, we are recruiting skilled and passionate individuals to help shape and maintain best administrative practices and become part of the team at Canada's leading polytechnic. A candidate for this position should be a motivated and driven administrative professional with a high attention to detail, who enjoys maintaining a very organized work environment and have well developed time management skills.

Reporting to the Lead, Financial Admin Support Team (FAST) this position provides support by coordinating with internal stakeholders and capturing pertinent data for NAIT's Database. Specifically, this position will help capture information required for a proposal from researchers, colleagues, and other stakeholders to update the database and ensure that an initiative is set up for success right at the beginning and ensure data integrity. This position is critical to supporting the successful growth of Industry Solutions.

Key Responsibilities:

Support activities include assisting the Research Proposal Administrator with:

• The verification and validation of existing initiatives and proposals for both stage-gated projects and fee-for-service projects
• Adding and updating initiatives and proposals as required, including proposal budget information
• Updating the research database as the initiative goes through the review process to capture all pertinent information by coordinating with the Financial Coordinators (FC) and the Research Leads
• Communicate with team members of status changes and notify FCs once a Stage-Gate proposal is submitted and/or awarded
• Support the execution of agreements and project initiation process
• Managing and setting up filing folders (paper or electronic) with all essential documents to ensure the success of the projects (agreements/amendments, reporting templates, budgets in MS Excel format)
• Work closely with the Financial Admin (FA) to update the reporting deadlines of each research project according to the agreement
• Update the Research Admin Module (RAM) with amendments, including changes in start/end date, invoicing dates, reporting dates, etc.
• Communicate with NAIT Finance to update the budget according to the amendment
• Liaise and coordinate with various departments
• Assist in preparing metrics data for internal stakeholders
• Participate in special projects as assigned
• Actively support continuing improvements of the department

Skills & Abilities:

• A strong customer service focus, excellent interpersonal and communication skills, and the ability to work in a fast-paced environment and meet deadlines are essential
• Highly organized and responsive, keen attention to detail
• Strong analytical problem solving

Qualifications:

• Related post-secondary diploma or degree
• 1-3 years of related experience
• PeopleSoft Finance software experience and Database Management experience would be an asset.

Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services or the International Qualifications Assessment Service (IQAS).

Remuneration : $44,256.94 - $57,140.72 annually, plus a comprehensive benefits package. (Classification - Admin Support IV).

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Please submit a resume and cover letter to be considered for this opportunity.

About NAIT

We are proud to have been named one of Alberta's Top Employers for 13 consecutive years. Being part of a community that makes a difference in the lives of students, staff, industry clients and partners, NAIT's culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability.

People are what make NAIT great, and we prioritize the employee experience. We offer benefits and unique perks focusing on health and wellness, work-life balance, recognition, and professional and personal growth. In addition to excellent vacation time, we offer paid time off between Christmas and New Year's.

NAIT supports a flexible work environment, enabling staff to request approval for on-campus, off-site, or hybrid work arrangements based on the nature of the role. Please note that remote positions require employees to reside within Canada.

NAIT is committed to fostering an environment that supports equity and cultivates inclusion through our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion and Pride at Work Canada. While we encourage all qualified applicants to apply, only those being considered will be contacted. If you require any accommodations, please connect with us at Voir email sur ca.edajobs.com.

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