Receptionist and School Assistant

Job Responsibility: At SAIT's School of Business , we deliver cutting-edge programs that inspire learners and leaders to take action and get results. We are one of the largest business schools in Western Canada, we put significant stock in all things industry driven, starting with programs delivered by faculty who are experts in the field. We're proud to be recognized by CEO World Magazine's Best Business Schools in the World as the second highest ranking Business School in Canada in 2023. Students and instructors benefit from our unique applied education model — working collaboratively with each other and industry. The Opportunity Reporting to the Manager, Program Experience and Administration, we are currently recruiting an Administrative Assistant who will provide reception and administrative support for the School of Business . The primary purpose of this position is to welcome visitors and students, and handle general enquiries, answering questions, directing, or providing information as required. The position also provides administrative support to our academic chairs, faculty and academic advising team and handles the coordination of various student activities or initiatives throughout the year in support of contributing to the overall student experience. As a friendly and enthusiastic professional, you will be the first point of contact for visitors and students. You must possess strong communication skills and enjoy working within a collaborative environment. You also have strong organizational skills and have great attention to detail.

The Role

• Daily reception including welcoming visitors and students, answering telephone calls, and responding to email inquiries.
• Provide general information regarding the school, directing students or the general public to appropriate sources/contacts for additional information.
• Maintain and stock program information inventory.
• Distribute mail daily and organize courier services as needed.
• Monitor inventory of office supplies, including paper, forms or other materials needed for the offices, and place orders to ensure supplies are replenished and inventory levels needed for daily use is maintained, including proactively monitoring paper inventory and copier/printer maintenance for the School of Business, raising issues for resolution with equipment.
• Maintain order in the School of Business mailroom area, ensuring supplies and materials are organized to support efficient and effective workflow, as well as to contribute to SAIT requirements for Freedom of Information and Protection of Privacy (FOIP) legislation in handling documentation.
• Provide support for maintaining the schedule for meeting rooms including recording bookings as requested by colleagues or faculty.
• Track metrics for student visits and phone calls to the School of Business Main Office.
• Provide administrative support to academic chairs, faculty, and academic advisors.
• Coordinate program meetings (Program Advisory Committee, faculty meetings, and others), distribution of agenda and minutes to attendees, record and type meeting minutes, book rooms and order catering, set up and support virtual meetings when needed.
• Book travel and accommodation for academic chairs as well as faculty and students once approved, complete and or correct expense claims and reconcile credit card statements for academic chair and program staff as needed.
• Assist with the coordination of on boarding for new faculty/staff and students i.e. ensure keys, access cards, business cards and textbooks are ordered, computer accounts, phones, and office space are set-up.
• Event coordination for program events, industry nights and School of Business events.
• Support the student clubs with room bookings, catering, coordinate parking passes.
• Generate reports from Banner such as: retrieving student transcripts, staff and student timetables, and financial reports.
• Provide administrative support for projects and data collection-Program Quality Assurance (PQA), student orientation and certifications.
• Research, compose and process correspondence and presentation materials.
• Support the administrative team in identifying developing procedures.

Qualifications

• Minimum of a high school diploma.
• Office professional certificate or diploma in Administrative Information Management, Business or Education preferred.
• Equivalent combination of education and experience may be considered.
• Minimum of 3 years of administrative high-level customer service work experience.
• Previous experience in a post-secondary work environment an asset.
• Advanced computer skills in all Microsoft Office programs.
• Banner ERP experience an asset.
• Skills:
• Must demonstrate professionalism and a service focused attitude when interacting with students, guests, and industry partners.
• Ability to maintain a positive attitude with an excellent work ethic.
• Exceptional verbal, written and interpersonal communication skills with a focus on student success.
• Ability to problem solve with excellent decision-making skills.
• Possess flexibility and adaptability skills in a changing environment.
• Must be able to work some rotational evening shifts and occasional events outside of normal work hours.

Classification: ADDMINISTRATIVE ASSISTANT I - A5903 Salary Range: $46,113.60 - $51,251.20 Hours per Week: 40 Posting End Date: June 16th, 2024 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. BEWARE FALSE POSTINGS AND RECRUITING OFFERS SAIT has been made aware of individuals or organizations posing as SAIT using false postings to attract job seekers and collect personal information. Please be aware that SAIT will never request sensitive personal information beyond what is required for an application. 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.