Southern Alberta Institute of Technology (SAIT) Looking for Student Development and Counselling – Administrative Assistant at Calgary, Alberta, Canada Full Time

The Student Services department’s role in student success is to create a culture and environment that unleashes the full potential of all the students at SAIT. Our primary goal is to support Student-First Culture, by focusing on student success and mobilizing all campus community members in this shared goal.

The Opportunity

Reporting to the Manager, Student Development and Counselling (SDC). You will be the first point of contact for all learners, staff and guests seeking to schedule services with Student Development and Counselling and other enquiries. In addition, this position provides administrative support to the Manager and SDC staff. This position is full time, in person, and on-campus.

Work hours are Monday to Friday, 8:15 am to 4:30 pm with. Alternate shifts (10:45 am – 7:00 pm) twice a month on Thursdays between October and May, may be required.

Note: This position does not provide any counselling or in-depth conversation with students and supports the office and professional staff in providing that service.

The Role

• Provide front line (in person, telephone, MS Teams and email) administrative support for students requesting counselling appointments or drop in services; respond to requests with timely bookings and information; manage completion of forms; alert counsellors of urgent situations; use judgment to escalate necessary actions in various situations as they arise
• Manage a dynamic schedule for multiple counsellors including counselling appointments, drop ins, meetings, coordinate workshop schedules and other activities and maintain a department calendar of events
• Simultaneously manage 2 telephone lines, in person inquiries, a general inquiries email inbox, a department Microsoft Teams site, and appointment attendance; maintain welcoming professional front line contact
• Respond to community career counselling inquiries, set up appointments and process payments
• Liaise with internal departments and external contacts as needed
• Maintain accurate, confidential, electronic and paper files; prepare documents as needed, and track office operations
• Utilize specialized scheduling and database software
• Design, develop and maintain procedures, manuals and systems for a variety of operations and services
• Prepare handouts and workshop materials as requested
• Maintain office area, supplies and multiple office bulletin boards
• Perform a broad range of administrative duties such as, ordering and maintaining supplies
• Administer and compile client satisfaction surveys as directed
• Administer electronic forms to students and monitor iPad devices
• Provide administrative support for team meetings including agendas, minutes and arrangements of guests.
• The working environment is busy with many overlapping needs and demands throughout the day requiring flexibility, creativity, collaboration, the ability to multi-task effectively and use appropriate judgment and make decisions within boundaries of the role, and be able to deal with changing priorities and processes

Qualifications & Experience

• Bachelor’s degree or diploma in office administration plus related work experience
• Three years of similar front line and administrative experience – experience in post-secondary environment or counselling environment would be an asset
• Excellent verbal and written communications skills
• Excellent computer skills – (MS office, Word, Excel, Outlook) and Teams with keyboard speed and accuracy (50+ wpm); experience with Banner would be an asset.
• Skills required:
• Ability to learn new scheduling and database software and other technologies with strong skills related to word processing and spreadsheet use
• Critical thinking skills to find innovative solutions and identify opportunities to enhance existing processes and procedures, positively impacting operations
• Highly organized and strong attention to detail
• Students can occasionally be in stressed state and multiple students may request services at one time. Maintaining a calm, professional manner during times of multiple urgent tasks is required.
• Excellent interpersonal skills, high level of personal coping and resiliency; ability to remain calm in high pressure situation. Ability to interact in a kind and respectful manner with occasionally distressed or difficult people in an open area with sensitivity and professionalism.
• Experience communicating effectively and respectfully with students/individuals from a variety of different backgrounds and cultures and with a variety of different presentations when seeking support
• Ability to maintain the strictest standards of confidentiality
• Ability to be flexible and adapt quickly in frequently changing circumstances is required

Job classification: ADMINISTRATIVE ASSISTANT I – A5903

Salary range: $41,790.45 – $51,498.20

# of positions: 1

Hours Per Week: 36.25

Posting closing date: December 5, 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.

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.