Operations Administrative Assistant, School of Construction and Building Sciences

Northern Alberta Institute of Technology; Alberta; On-site; CAD 53,000 - 68,000; Full time

Job summary

Northern Alberta Institute of Technology is seeking an Administrative Support V to assist the Associate Dean with finance, scheduling, human resources, contracts, payroll, and department operations.

The role requires a high school diploma or equivalent, a related certificate or diploma, and at least three years of related experience; equivalencies may be considered. NAIT offers a comprehensive benefits package and flexible work arrangements within Canada.

Qualifications

• High school diploma or equivalent required.
• Related post-secondary certificate or diploma preferred.
• Minimum three years related experience.
• Equivalencies may be considered.
• Credentials from outside Canada must be evaluated via WES/IQAS/CES.

Responsibilities

• Assist the Associate Dean with finance, scheduling, human resources, contracts, IWAS, timesheets, payroll, attendance management.
• Coordinate and collaborate with administrative staff on efficiencies across department and school activities.
• Gather and report student numbers to support admissions targets.
• Assist with development and implementation of marketing, recruitment, and retention strategies.
• Assist with HR recruitment, employment, performance, and orientation of personnel.
• Prepare operating and capital resource budgets for the department.
• Monitor department incomes and expenditures.
• Support new staff onboarding (orientation, key requisitions, office space).
• Coordinate meetings (agendas, itineraries, notices, minutes) and manage Associate Dean calendars.
• Research and prepare information, reports, and track information.
• Support portfolio programs, staff, and students; support facility operations related to program delivery.

Skills

Interpersonal skills

Communication skills

Organization & time management

Policy & procedures awareness

Budget awareness

Student administration knowledge

Education

High school diploma or equivalent

Related post-secondary certificate or diploma

Tools

MS Office Suite

Job description

Key Responsibilities

• Assists the Associate Dean with operational activities in the areas of finance, scheduling, human resources, contracts, IWAS, timesheets, payroll, attendance management.
• Coordinates and collaborates with all levels of administrative professionals on administrative efficiencies in support of department and school activities.
• Gathers and reports student numbers to ensure targets are met through admissions.
• Assists with the development and implementation of marketing, recruitment, and retention strategies.
• Assists with Human Resources recruitment, employment, performance, and orientation of personnel;
• Assists with the preparation of operating and capital resources for the department.
• Monitors department incomes and expenditure budgets.
• Supports new staff members (orientation, key requisitions, office space, etc.).
• Coordinates meetings including agendas, itineraries, meeting notices and related materials, calendar invites and response, records/distributes minutes; manages Associate Dean calendars.
• Researches and prepares various forms of information.
• Prepares reports and organizes and tracks information.
• Supports all portfolio programs, staff, and students.
• Supports facility operations related to program delivery.

Skills & Abilities

• Excellent interpersonal and communication skills
• Strong organizational and time management skills
• Proficient with MS Office Suite (Excel, Word, PowerPoint, Access, Teams)
• Awareness of policies, guidelines, and procedures that impact departments.
• Awareness of budget-related processes
• Awareness of student administration and finance systems.

Qualifications

• High school diploma or equivalent.
• Related post-secondary certificate or diploma.
• Minimum of three years related experience.
• Equivalencies may be considered.
• Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services (WES), International Qualifications Assessment Service (IQAS) or the Comparative Education Services (CES).

Classification – Administrative Support V

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

Remuneration

Refer to salary range noted on this posting, plus a comprehensive benefits package. The compensation range for this job posting is : $52,731.69 - $68,242.40 NAIT is committed to a transparent, fair, and human-centered hiring experience. All candidates are assessed directly by our recruitment and hiring teams.

The School of Construction and Building Sciences is currently recruiting for two full-time administrative support position to support the Associate Dean with operational activities.

About NAIT

We are known as one of Alberta’s top employers. 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. For eligible positions, 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, eligible employees receive 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 a safe environment that supports equity and cultivates inclusion through our Centre for Community and Belonging (CCB) and our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion. If you require any assistance or accommodations, please connect with us at [e-mail].

People make NAIT Great – and at NAIT, people truly matter. We’re committed to creating a workplace that fuels passion, values inclusion, supports wellbeing, and encourages continuous growth. Our culture is grounded in respect, collaboration, creativity, celebration, and accountability. When you join NAIT, you become part of a community dedicated to making a meaningful difference for students, colleagues, industry partners, and the broader community.