Administrative Assistant I

SAIT; Calgary; On-site; CAD 41,000 - 49,000; Full time

Job summary

A leading applied education institution in Calgary is seeking a Student Development and Counselling Administrative Assistant I to ensure smooth administrative operations and provide support to students and staff. The ideal candidate will possess a diploma in administrative management, excellent communication skills, and experience in a public-facing role. This position requires the ability to manage scheduling and maintain office procedures, fostering a supportive environment for student success.

Qualifications

• 3+ years in an administrative position with public interaction.
• Strong desktop publishing experience.
• Mental health first aid or related certification.

Responsibilities

• Act as first point of contact for SDC services.
• Schedule appointments and manage counselling operations.
• Maintain office procedures and handle correspondence.

Skills

Communication skills

Problem-solving

Scheduling

Education

Diploma in administrative management

Tools

Excel

Desktop publishing software

Job description

The Student Services department’s role in student success is to create a culture and environment that unleashes the full potential of all the students at SAIT. Our primary goal is to support Student-First Culture, by focusing on student success and mobilizing all campus community members in this shared goal.

The Opportunity

The Student Development and Counselling Administrative Assistant I reports to the Manager of Student Development and Counselling (SDC). This position is the first point of contact for all learners, staff and guests seeking assistance from SDC and is responsible for the smooth functioning of administrative aspects of the counselling operation in terms of scheduling appointments, developing administrative processes, overseeing the office’s scheduling system (Titanium), maintaining the office’s administrative procedure manual, general office correspondence, resource material development/maintenance, wellness workshop/booth set up and take down. Other notable tasks include, satisfaction survey development/dissemination, calendar development, taking SDC meeting minutes, book-keeping, data management tasks, ordering materials and office problem solving. An understanding of confidentiality as it relates to a counselling centre, trauma sensitive office practices, mental health and student wellbeing are essential. The ability to communicate with students and the public in high stress situations and referring to SAIT resources is a unique aspect of this role.

Note: This role is fully on campus.

The Role

• Administration & Operations
• Handle correspondence related to the administration of SDC Operations
• Interacting with students and the public seeking support from SDC, booking appointments. Adhering to and developing office practices that ensure client confidentiality
• Develop and oversee the counselling schedule in addition to ongoing monitoring and maintenance. Scheduling involves ongoing problem solving and professional judgement to ensure student access to support, particularly in crisis situations
• Coordinate, attend and transcribe minutes for a variety of meetings, including team meetings.
• Maintain and coordinate information and the planning of special functions and major events such as guest speakers, presenters, annual mental health symposiums
• Wellness workshop and booth set up/take down
• Develop and communicate SDC office reception hours, staff hours to the SAIT community and public.
• Oversee and troubleshoot office support equipment; Liaise with service providers re: above office support equipment.
• Assist with training and other administrative procedures related to the administration of SDC.
• Maintaining and ordering office supplies
• Administer and compile client satisfaction surveys as directed as well as compiling survey statistics
• Monitor students coming in for appointments and inform counsellors of their arrival; and, advise counsellors of any urgent situations
• Administer electronic forms to students and monitor iPad devices
• Room bookings
• Maintaining and monitoring SDC and SDC’s Wellness Promotion team poster boards and website content
• Maintaining and monitoring SDC’s waiting room and resource area
• Regularly review and update SDC sait.ca and SAITNOW website
• Develop and maintain logi-forms, google docs, workshop satisfaction surveys, template documents.
• Excel worksheet development and maintenance related to key SDC data collection, maintenance and reporting

Qualifications

• Minimum Required
• Diploma in administrative management, bookkeeping or a related field
• 3+ years of progressive experience in an administrative position working with the public.
• Desktop publishing experience with strong skills in Excel and graphics software
• Mental health first aid, suicide prevention certification or related mental health training
• Preferred
• Certification in Office administration, bookkeeping, proficient in computer graphics software (Canva, etc), spreadsheets, finance.
• Working in a post-secondary, counselling, medical, or educational setting
• Working in a fast pace, front facing service office setting
• Mental health literacy and sensitivity to trauma informed care practices
• Book-keeping
• Excel certification
• Computer graphics software

Job Classification: Administrative Assistant I

Salary Range: $41,790.45 - $48,105.20

Hours per week:36.25

Posting End Date: Aug 7th, 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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