Administrative Assistant II

Administrative Assistant II
Calgary, AB
Southern Alberta Institute of Technology (SAIT) – Southern Alberta Institute of Technology (SAIT) /
AUPE Temporary Salary
/ Hybrid
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SAIT is a global leader in applied education and an institution that empowers employees to make a difference in the lives of our students. Building on more than a century of history, we are looking for innovative employees wanting to create a future with us. As part of our team, you are encouraged to be bold and inventive, bringing new ideas to the table. Change excites you.
 
SAIT offers the chance to do work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers. We develop leaders in the classroom and our workspaces, encouraging lifelong learning for both students and employees.
Your future starts now … at SAIT.
 
We are looking for individuals who align with our commitment to excellence and who demonstrates:
o a growth mindset through curiosity, creativity, and collaboration
o leads with a world-class customer experience mindset
o is dynamic and responsible to the needs of stakeholders, speed and agility are critical
o someone who embraces trial and error as an important part of learning
The Opportunity
The Administrative Assistant within the Office of Equity, Diversity & Inclusion (EDI) & Ombudsperson Office is a detail-oriented professional who can efficiently and effectively contribute to both individual and team initiatives. Students, faculty, staff and others may confidentially speak to the Ombudsperson about any SAIT related concern to learn about their rights and options through SAIT policy and other resources. Issues the Ombudsperson can assist with include academic misconduct, grade appeals, admissions, etc. Equity, diversity and inclusion (EDI) provide the conditions for a healthy campus where everyone feels welcomed, supported, included, valued and empowered to succeed. The centralized office works to coordinate all EDI-related activities for students and employees on campus, as well community partnerships.
The Role

• Act as reception for the Office of the Ombudsperson and Office of EDI, to include answering the telephone, welcoming visitors to the Office, taking information from visitors, and entering visitor information in case management system as required for the Ombudsperson.
• Act as confidential administrative support to the Office of EDI and the Office of the Ombudsperson and includes minute-taking functionality
• Assists in managing the department budgets. This position will manage, track, and code all budget expenses. Creates purchase requisitions or cheque requisitions as required. Works closely with Budget Analyst to ensure budget tracking is current and accurate.
• Manages all incoming and outgoing mail for the departments.
• Investigates and approves all Facilities Management maintenance and renovations for the department.
• Identifies, reviews, provides recommendations, and implements the improvements of office procedures and efficiencies within the department.
• Reviews, provides recommendations to update, communicates, and enforces SAIT policies and procedures.
• Plan, organize, and coordinate internal and external meetings/functions for the department.
• Responsible for coordinating office requirements such as moves, furniture, phone, and computer need for all staff.
• Manages the Director, EDI, and Ombudsperson’s schedule.
• May participate in the interview process for new hires for the department.
• Handles all processes and payroll issues such as creating contracts and/or wage authorizations for new staff.
• Provides safety orientation to all new hires.
• Manages the processing and tracking of vacation, and sick/leave requests and ensures entry of this information into Banner for department staff.
• Prepares PowerPoint presentations.
• Assists in the preparation of annual reports for the Office of the Ombudsperson and the Office of EDI.
• Prepares documentation pertaining to expense claims, employee PD requests.
• Process room booking requests.
• Process Purchase Cards payments/reconciliation for the Director, EDI, and the Ombudsperson.
• Initiates, documents, and distributes new procedures relating to workflow and other projects that arise.
• Responsible for taking sufficient information from various sources on topical or controversial issues and presenting the information in a concise manner to ensure an accurate and timely response.
• CoR Safety Audit Champion for Department – ensures all aspects of CoR audit are applied and tested on a regular basis. Manages all Health and Safety issues through to resolution for the Department.
• Arrange for travel and accommodation for staff.
• Assist with convocation.
• Other assigned duties.

Qualifications

• Diploma or degree in office administration or equivalent
• 2-4 years of related experience in an administrative support role.
• Proficiency in Microsoft Office suite (Excel, Outlook, Word, PowerPoint, Teams, SharePoint)

Job Classification: Administrative Assistant II
Salary Range: $45,786.65- $56,474.60
Hours per week: 36.25
Posting End Date: Jan 16th, 2024
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.  
 
To Apply
Please apply using Chrome, as applications are only supported using Chrome on desktop. To continue with the online application process click on the Apply For This Job button or use your LinkedIn profile. All applications should be made through our online system. By using this system to apply for this position, you agree that your candidacy will be visible to all hiring managers at SAIT. If you have concerns about this, please contact [email protected]. Please do not apply to this email address — all applications should be made through our online system.
 
BEWARE FALSE POSTINGS AND RECRUITING OFFERS
The Southern Alberta Institute of Technology (SAIT) has been made aware of individuals or organizations posing as SAIT using false SAIT postings to attract job seekers and collect personal information.
Please be aware that SAIT will never request information beyond what is required for a resume. SAIT will never ask for sensitive personal information such as birthdates, banking, social insurance or health care account information for our application process.
Career opportunities at SAIT will always be posted on the SAIT career site. If you are uncertain about the validity of a posting or offer, please forward the suspicious posting to [email protected].
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