Southern Alberta Institute of Technology (SAIT) Looking for Administrative Assistant I – School of Health and Public Safety at Calgary, Alberta, Canada Full Time

The School of Health and Public Safety at SAIT prepares students for a dynamic career in the health care sector. We offer specialized training in diagnostic and therapeutic technologies, professional assistant programs, information management, and training for wellness professionals. Our programs are hands on, with students and instructors immersed in living classrooms and simulated training.

The Opportunity

The Administrative Assistant provides administrative support to a variety of staff in the School of Health and Public Safety. The AA1 will works within a team to provide administrative support to the School of Health and Public Safety and its programs.

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, stakeholders, and clinical partners to consolidate feedback. They must be a self-starter and ownership of the required workflow to ensure timelines are met and processes are followed. Knowledge and experience with SAIT processes and healthcare is an additional asset for the position.

The Role

• Selection and Student/Applicant Management:
• Attend information sessions, open house sessions, and Academic Upgrading sessions to inform potential applicants of the selection process and program requirements
• Manage the workflow of the selection processes for timely, service focused selection of applicants into the SAIT programs
• Assist in scoring and recording the applicant selection package in collaboration with the program champion
• Auditing selection process information for data integrity between Banner and tracking documents, identifying and responding to inconsistencies
• Being the first point of resolution for applicants who have concerns/issues related to the process
• Review results and provide guidance on how the applicant could potentially improve for success in future applications
• Administrative Requirements:
• Data entry into SAIT information technology systems; Microsoft Suite/DCU/SOLAR/BANNER/Logiforms
• Manage organization and implementation of SIRs
• Following established records information management processes
• Maintaining integrity and organization of student, program and staff records
• Review and audit P-card and expense claims prior to AC signature
• Review timetabling and DCU input and data
• Administrative support to the Academic Chairs (e.g. booking meetings, minute taking)
• Assist in development or amendments to contracts for program staff.
• Assist in onboarding to include but not limited to provide the staff member with tools to perform job duties and to support them through SAIT procedures
• Other duties as assigned by the Academic Chairs or other members of the HPS leadership team
• Student Assistance
• Assist students with forms, organize student files, plan meetings in collaboration with the AC
• Attend sessions to answer questions at SAIT start, orientation, information sessions, or other info sessions as required
• Meetings and Event Planning:
• Planning and coordinating meetings with external/internal stakeholders to include but not limited, team meetings, accreditation, clinical coordinator meetings, advisory, team selection, school, admin or distance education department meetings
• Capturing and circulating accurate meeting minutes aligned to SAIT and accreditation processes and advisory
• Room bookings requests for meetings and instructor requests, accreditation
• Accreditation Support:
• Reviewing Accreditation Canada accreditation requirements with HPS leadership, and offering suggestions on processes for implementation for the portfolio
• Organization of online/technology components for alignment accreditation processes
• Internal/External Relations:
• Quickly developing working relationships with established external/internal stakeholders (industry partners, regulatory colleges, accreditation organizations, provincial and national associations and SAIT service departments and personnel (All areas of the Office of the Registrar, International Centre, Distance Education, LAMB services)
• Timely, service-focused communication with the applicants, students, staff and partners through email, phone and face to face interactions

Qualifications & Experience

• Preferred
• Administrative Professional diploma/certificate or equivalencies considered an asset
• Customer service experience
• Experience in post-secondary education or healthcare environment preferred
• Driver’s license is considered an asset
• Minimum Required
• High School diploma
• 3+ years in an administrative role
• Police Information Check with Vulnerable Sector Search
• Certification or evidence of advanced skills in Microsoft Office applications

Job classification: ADMINISTRATIVE ASSISTANT I – A5903

Salary range: $45,427.20 – $55,972.80

# of positions: 1

Hours Per Week: 40

Posting closing date: 08/24/2023

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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