Program Assistant

Education & Experience

• Provide administrative support to academic chairs, faculty, and academic advisors.
• Coordinate program meetings (Program Advisory Committee, faculty meetings, and others), distribution of agenda and minutes to attendees, record and type meeting minutes, book rooms and order catering, set up and support virtual meetings when needed.
• Book travel and accommodation for academic chairs as well as faculty and students once approved, complete and or correct expense claims and reconcile credit card statements for academic chair and program staff as needed.
• Assist with the coordination of onboarding for new faculty/staff and students i.e. ensure keys, access cards, business cards and textbooks are ordered, computer accounts, phones, and office space are set-up.
• Event coordination for program events, industry nights and School of Business events.
• Support the student clubs with room bookings, catering, coordinate parking passes.
• Generate reports from Banner such as: retrieving student transcripts, staff and student timetables, and financial reports.
• Provide administrative support for projects and data collection - Program Quality Assurance (PQA), student orientation and certifications.
• Daily reception including welcoming visitors and students, answering telephone calls, and responding to email inquiries.
• Provide general information regarding the school, directing students or the general public to appropriate sources/contacts for additional information.
• Maintain and stock program information inventory.
• Distribute mail daily and organize courier services as needed.
• Monitor inventory of office supplies, including paper, forms or other materials needed for the offices, and place orders to ensure supplies are replenished and inventory levels needed for daily use is maintained, including proactively monitoring paper inventory and copier/printer maintenance for the School of Business, raising issues for resolution with equipment.
• Maintain order in the School of Business mail room area, ensuring supplies and materials are organized to support efficient and effective workflow, as well as to contribute to SAIT requirements for Freedom of Information and Protection of Privacy (FOIP) legislation in handling documentation.
• Provide support for maintaining the schedule for meeting rooms including recording bookings as requested by colleagues or faculty.
• Track metrics for student visits and phone calls to the School of Business Main Office.
• Research, compose and process correspondence and presentation materials.
• Support the administrative team in identifying and developing procedures.

Qualifications

• Minimum of a high school diploma.
• Office professional certificate or diploma in Administrative Information Management, Business or Education preferred.
• Equivalent combination of education and experience may be considered.
• Minimum of 3 years of administrative high-level customer service work experience.
• Previous experience in a post-secondary work environment an asset.
• Advanced computer skills in all Microsoft Office programs.
• Banner ERP experience an asset.
• Must demonstrate professionalism and a service focused attitude when interacting with students, guests, and industry partners.
• Ability to maintain a positive attitude with an excellent work ethic.
• Exceptional verbal, written and interpersonal communication skills with a focus on student success.
• Ability to problem solve with excellent decision-making skills.
• Possess flexibility and adaptability skills in a changing environment.
• Must be able to work some rotational evening shifts and occasional events outside of normal work hours.