Program Administrative Assistant

SAIT; Calgary; On-site; CAD 50,000 - 55,000; Part time

Job summary

SAIT’s School of Transportation seeks an Administrative Assistant I to provide essential program support, admissions coordination and day-to-day office functions. The role focuses on accurate records, timely communications and professional service to students and staff.

The position requires strong computer literacy, organization, and attention to detail, with responsibilities across program support, administrative tasks and external communications to ensure timelines are met.

Qualifications

• High School Diploma or GED required.
• Diploma or certificate in Office Administration or related field preferred.
• 1–2 years administrative experience preferred.

Responsibilities

• Provide confidential admin support to Academic Chair and team.
• Coordinate meetings, travel, expenses and events.
• Maintain student records and processing of transactions.
• Enter program data in institutional systems (ATOMS, Banner, mySAIT).
• Support admissions and scheduling activities.

Skills

Customer service orientation

Organizational skills

Time management

Education

High School Diploma or GED

Office Administration diploma/certificate

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Banner

Job description

Trades meet tech in SAIT’s School of Transportation. Delivering hands‑on, skills‑based training, our schools prepare learners for rewarding careers in Alberta’s fast‑evolving transportation industries. Join a team where learner success comes first through teaching excellence, tech‑infused curriculum and state‑of‑the‑art facilities.

The Opportunity

Job classification: A5903 - Administrative Assistant I

Salary range: $50,000.00 -$55,000.00 (based on a 40-hour work week). Placement within the range is typically based upon a review of skills, experience, and internal equity. This is a part‑time position working 20 hours per week.

Hours per week: 20hrs (This is a part‑time permanent position)

Posting closing date: Monday, 24th August at 4:00PM

View a summary of our benefits and perks for salaried employees

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

Program Support (50%)

• Provide administrative support for apprentice and non‑apprentice programs delivered through the Point Trotter Campus under the direction of the Academic Chair.
• Prepare and distribute routine communications to students regarding program requirements, course schedules, orientation materials, welcome packages, deadlines, activities and other program communications.
• Support student admissions processes through report review, applicant tracking, communication of requirements and deadlines, and administration of related processes.
• Enter and maintain program‑related information within institutional systems such as ATOMS, Banner, and mySAIT, as required.
• Coordinate Student for a Day and other student recruitment and outreach activities.
• Respond to student inquiries and provide accurate information regarding program processes, timelines and available resources.
• Maintain student records and program documentation in accordance with institutional policies and privacy requirements.
• Assist with course, classroom and examination scheduling activities as required.
• Compile, maintain and coordinate program operational reports, tracking documents and data requests.
• Assist the Academic Chair and instructional team with administrative processes that support program planning, delivery and day‑to‑day operations.

Administrative Support (25%)

• Provide confidential administrative support to the Academic Chair, including calendar management, appointment scheduling, correspondence, and document preparation.
• Coordinate meetings for students, faculty, staff and external stakeholders, including scheduling, room bookings, meeting invitations and preparation of materials.
• Support faculty by assisting with travel arrangements, expense claims, professional development requests, instructional resource orders and related administrative requirements.
• Assist with onboarding activities for new instructors, including salaried, adjunct and casual faculty.
• Maintain departmental records and tracking systems, including expense approvals, p‑card reconciliations, professional development requests and other operational documentation.
• Organize, maintain and archive electronic and physical records in accordance with institutional records management and retention requirements.
• Monitor and coordinate office and classroom supply requirements and ensure shared spaces remain organized and functional.
• Identify opportunities for process improvements and administrative efficiencies within established procedures.

Internal and external communications (10%)

• Serve as a primary point of contact for students, faculty, staff and external stakeholders.
• Respond to inquiries received through various communication channels and direct requests to appropriate resources when required.
• Establish and maintain positive working relationships with internal and external stakeholders.
• Communicate information in a professional, accurate and timely manner while maintaining confidentiality and privacy requirements.
• Monitor and respond to shared departmental email accounts, directing inquiries to appropriate resources as required.

Events and Campus Activities (5%)

• Assist with planning and coordinating campus events, team‑building activities, orientations, meetings and special functions including events such as Open House, Women in Trades events and industry visits.
• Coordinate event logistics including room bookings, catering, audio‑visual requirements, equipment rentals, participant registrations, name tags and event materials.
• Arrange meeting invitations, guest speakers and volunteer support as required.
• Support event execution and follow‑up activities.

Other Related Duties (10%)

• Support special projects and operational initiatives.
• Assist with data collection, reporting and document preparation requirements.
• Perform other related duties as assigned.

Qualifications & Experience

Education

• High School Diploma is required or GED

Preferred

• Diploma or certificate in Office Administration, Business Administration or a related field, or an equivalent combination of education and experience.

Experience

Minimum Required

• One to two years of working in an administrative capacity
• Experience maintaining records and processing transactions.

Preferred

• Three to five+ years of administrative experience
• Post‑secondary experience considered an asset
• Banner experience
• Power Apps is an asset

Qualifications, Certifications or Designations

Minimum Required

• Working knowledge of Microsoft Office applications including Outlook, Word, Excel and PowerPoint.

Preferred

• Experience with Banner, Freshdesk, Cisco phone systems, AI‑enabled productivity tools and other administrative technologies is considered an asset

Skills and Competencies

• Strong customer service orientation and commitment to supporting student success.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.

About SAIT

At SAIT, we’re building bold futures. We’re a community of tenacious problem‑solvers, inventive thinkers and passionate collaborators who believe in doing work that matters.

Named one of Alberta’s Top Employers, we’re driven by a desire to create an impact in our community. If you’re looking for a place where purpose meets possibility, you’ve found it here.

We’re committed to community and belonging

Community and belonging 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 Community and Belonging at SAIT.