Program Administrative Assistant

Socket.dev; Calgary; On-site; CAD 50,000 - 55,000; Part time

Job summary

SAIT is seeking an Administrative Assistant I to support SAIT's School of Transportation programs and administrative chair. This part-time role provides essential clerical support across program operations, admissions, events, and communications, with duties spanning student records, reporting, scheduling, and outreach.

The position requires a High School Diploma or GED, 1–2 years of administrative experience, and proficiency in Microsoft Office; Banner and other campus systems are assets.

Qualifications

• High School Diploma or GED is required.
• 1–2 years of administrative experience.
• Experience maintaining records and processing transactions.
• Banner experience and familiarity with administrative systems is an asset.

Responsibilities

• Provide administrative support for apprentice and non-apprentice programs.
• Prepare and distribute routine communications to students regarding program requirements, course schedules, orientation materials, 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.

Skills

Microsoft Office

Customer service

Multitasking

Communication

Education

High School Diploma or GED

Diploma in Office Administration

Tools

Banner

Freshdesk

Cisco phone systems

Power Apps

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.

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

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.