Administrative Assistant I

SAIT Polytechnic, Canada

Updated: 18 days ago

Administrative Assistant I
Calgary, AB
Corporate Development, Applied Research & International – Applied Research & Innovation Services /
AUPE Casual/ Hourly /
On-site
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The Opportunity
Since 2003, Applied Research and Innovation Services (ARIS) has been acting as the research arm of Southern Alberta Institute of Technology (SAIT), one of Canada’s top research polytechnics. Using 50,000 square feet of specialized lab space located at the heart of Calgary and more than 70 research staff, ARIS provides a wide range of research and innovation services to industries in Alberta and across Canada. The Centre for Innovation and Research in Advanced Manufacturing and Materials (CIRAMM) is ARIS’ newest centre dedicated to advanced research in the areas of manufacturing and materials science. CIRAMM is currently in search for an administrative assistant who will be assisting CIRAMM’s chair with daily administrative activities. Below is a summary of the job description and required qualifications. 
The Role
    • Maintain and organize organizational documentation, ensuring accuracy and accessibility.
    • Prepare reports for internal and external stakeholders, synthesizing information from various sources.
    • Schedule and coordinate meetings and events, including arranging venues, catering, and necessary equipment.
    • Conduct tours of CIRAMM's labs, providing information about the facility and its capabilities to visitors.
    • Assist with procurement activities, including drafting and managing requests for quotations (RFQs), tracking orders, and processing invoices.
    • Collect and update organizational data, ensuring databases and records are current and accurate.
    • Coordinate travel arrangements and accommodations for staff and visitors.
    • Manage incoming correspondence, including emails, phone calls, and mail, and prioritize tasks accordingly.
    • Collaborate with other departments or external partners on various projects or initiatives as required.
    • Uphold confidentiality and discretion in handling sensitive information.
    • Other duties as assigned by the chair to support the smooth operation of CIRAMM.

Qualifications
    • Excellent communication skills, both verbal and written, with the ability to effectively interact with colleagues, visitors, and stakeholders.
    • Strong organizational skills and attention to detail, with the ability to multitask and prioritize tasks effectively.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
    • Ability to work independently with minimal supervision, while also being a proactive team player when necessary.
    • Prior experience in administrative or office support roles is preferred.
    • Knowledge of basic procurement processes and familiarity with handling invoices and purchase orders is a plus.
    • Flexibility and adaptability to changing priorities and deadlines in a fast-paced environment.
    • Professional demeanor and ability to maintain confidentiality when dealing with sensitive information.
    • Strong problem-solving skills and the ability to exercise sound judgment in decision-making.
    • A positive attitude and willingness to learn and take on new challenges.
    • A bachelor's degree in business administration, office management, or a related field is preferred, but not required.

Job Classification: Administrative Assistant I
Posting End Date: May 14th, 2024
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