Administrative Assistant I

Southern Alberta Institute of Technology (SAIT); Calgary; On-site; CAD 46,000 - 57,000; Full time

Job summary

The Southern Alberta Institute of Technology (SAIT) is seeking an Administrative Assistant I. This role involves preparing documents for student intakes, supporting faculty, and managing records. Ideal candidates will have strong communication skills, customer service experience, and administrative expertise. Join us and help shape the future of education in Alberta.

Qualifications

• High School Diploma required; Administrative diploma preferred.
• 3-5+ years of administrative experience desired.
• Customer service experience essential.

Responsibilities

• Prepare digital documents for student intakes, including course materials.
• Manage data entry for various systems as required.
• Facilitate meetings and coordinate with stakeholders.

Skills

Communication skills

Organization

Attention to detail

Customer service

Education

High School Diploma

Administrative Professional diploma

Tools

Microsoft Office

Job description

SAIT’s School of Manufacturing and Automation, and School of Transportation provides the skills-based training and development to prepare students for a career in Alberta's rapidly growing transportation, manufacturing and automation sectors. We provide applied learning in action through our trades and technology programs.

The Opportunity

This position requires a high level of professionalism, strong communication skills (verbal/non-verbal, language/interpersonal skills), organization and attention to detail, computer information literacy, records information management, data integrity auditing and a keen focus on providing excellent, serviced-focused interactions with students and staff. The individual must be able to consistently communicate with applicants, students, team members and stakeholders to consolidate feedback. They must be a self-starter and take ownership of the required workflow to ensure timelines are met and processes are followed.

The Role

• Prepare all digital documents for incoming intakes of students, including course schedules, orientation packages, etc.
  
  
• Data entry for DCU, SOLAR, and ATOMS (as required)
  
  
• Admission’s process (as required); weekly review of Argos report, spreadsheet update, e-mails sent to inform students on processes, deadlines, missing documents, etc.
  
  
• Facilitate Student for a Day for prospective students; includes coordinating with instructors to schedule
  
  
• Faculty support including assisting with booking travel, expense claims, ordering books, etc.
  
  
• Distance Ed program support (credit), as required. Includes setting up adjunct contracts, CRN setup, license requests and distribution, update payroll spreadsheet for submission.
  
  
• Establish and maintain working relationships with internal and external stakeholders
  
  
• Act as a point of contact through various communication platforms for students, staff, and faculty
  
  
• Manage and maintain various department records as required for items such as expense approvals, p-card reconciliations, professional development requests, etc.
  
  
• Facilitate meetings with the appropriate resources for internal and external stakeholders as required; includes section meetings, Program Advisory Committee meetings, and PQA meetings
  
  
• Book appointments for AC with students, staff, or external stakeholders
  
  
• Assist with onboarding of new instructors (salaried, adjunct, and casual)
  
  
• Coordinate all aspects of events including booking rooms/spaces, equipment rental, ordering catering, preparing name tags/tent cards, and packages, arrange for volunteers, as required
  
  
• Send out meeting invites; potentially arrange for keynote speakers
  
  

Qualifications

• Minimum Required
  
  
• High School Diploma
  
  
• Customer service experience
  
  
• Preferred
  
  
• Administrative Professional diploma or equivalent considered an asset
  
  
• 3-5+ years of administrative experience
  
  
• Post-secondary experience considered an asset
  
  
• Microsoft Office Certification would be considered an asset
  
  

Job Classification: Administrative Assistant I

# of positions: 1

Salary Range: $46,113.60 - $56,825.60

Hours per week: 40hrs

Posting End Date: June 25th, 2025

View a summary of our benefits and perks for salaried employees

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.