Research Service Administrator

The Role

• Administrative Responsibilities
• Provide a professional service-focused presence at ARIS - GBTAC facilities as clients, visitors, and colleagues interact with our lab and demonstration centers. This position is situated within the GBTAC net-zero lab and demonstration building on SAIT's main campus.
• Facilitate efficient and effective interactions between our team, industry partners, students, and other stakeholders
• Run reports for timesheet and project data for reporting, reconcile credit card purchases, facilitate expense reporting, travel approval forms, safety documentation, and review project briefs for promotional or media related requests.
• Other administrative duties as assigned


• Operational Responsibilities
• Offer general office support including procuring office supplies and resource materials, receiving packages, compiling information packages and folders, processing office expenses, and communicating with SAIT custodial and maintenance staff
• Assist with proactive identification and timely action to address office supplies that need replenishing or maintenance related items that require action to promote a safe environment
• Assist with onboarding/offboarding and orienting new employees
• Assist with the identification and development of new processes or tools that improve productivity within the team
• Assist with meetings including:
• Develop agendas and take meeting minutes internally and externally as required including with researchers, management, and industry clients to aid in the development of applied research proposals and contracts
• Book meetings, manage travel itineraries, and oversee food orders
• Maintain accurate, confidential, electronic and paper files to help track operations to facilitate project management procedures and compliance with SAIT policies and procedures
• Contribute ideas and energy towards ensuring our office environment reflects SAIT’s values of Fairness, Integrity, Respect, Safety, and Transparency


• Proposals, Reports, and Reporting on KPI’s and Metrics
• Compile quarterly update reports for internal and advisory board review
• Assist with Advisory Board communications and meeting preparations, including Board newsletter drafting, quarterly report editing and content additions
• Assist with compilation of information/data/metrics that may support funding applications, funding reports, industry letters of support, award nominations, grant reporting metrics, and ARIS strategic plan metrics.
• Provide quality review in regards to proof reading, formatting and consistency of reports


• Promotional Responsibilities
• Attend and/or coordinate networking opportunities including tours, presentations, media interviews and support, industry events, and memberships in industry organizations
• Format, design, and create/edit documentation (letters, information sheets, application forms, guidelines, certificates, policies, procedures, presentations, and newsletters)
• Coordinate conference opportunities including logistics support for catering, setting up table and display, registrations, distributing promotional materials, liaising with conference attendees
• Work with management to ensure ARIS/GBTAC event commitments are staffed sufficiently
• Monitor and organize upcoming promotional opportunities

Qualifications

• Minimum Required
• Related degree or diploma – i.e.: Commerce or Office Management, Environmental Studies, Public Policy or suitable working experience in the duties as specified
• Minimum 3 years’ experience in an office environment demonstrating organizational and administrative skills
• Demonstrated Proficiency in Microsoft Office suite – desktop and Office 365 versions – especially Word, Excel, PowerPoint, and Outlook. Database experience will be considered an asset, but not necessary.
• Friendly personality and good team fit
• Enthusiastic about research goals and objectives of ARIS
• Outstanding interpersonal skills and ability to positively interact with a variety of personalities
• Ability to plan and coordinate informational programs and to work effectively with others
• Strong organizational skills with ability to align objectives to tasks, milestones and metrics.
• Preferred
• Diploma and or degree from a recognized university or technical institute
• 5 years’ experience supporting teams in an office environment, including demonstrated initiative from past experience
• Familiarity with project management procedures, construction industry processes, and administrative documentation
• Accounting knowledge to accurately create invoices and code expenses is an asset
• Environmental background to understand the premise of GBT is an asset