Administrative Assistant to the Deans

SAIT Polytechnic, Canada

Updated: 7 days ago

Administrative Assistant to the Deans
Calgary, AB
Academic – MacPhail School of Energy /
AUPE Temporary Salary /
Hybrid
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The Opportunity
The Dean’s Assistant reports directly to the Dean, MacPhail School of Energy (MSE). You are responsible for coordinating the workload of the program admin team; which includes fulfilling tasks that meet the school's operational needs and contribute towards the achievement of MSE’s strategic goals. This role provides support directly to the Dean and the Associate Dean with respect to coordinating calendars, meetings, and other activities.
*Please note this is a temporary salaried position with benefits ending May 31, 2025
The Role
    • Coordinate the efforts and work of the team of Administrative team and guiding day-to-day operations based on the direction of the Dean, Associate Dean, Academic Chairs, and operational needs
    • Provide direct supervision to the Receptionist in MacPhail
    • Assemble briefing notes, agendas, minutes, proposals, and presentations
    • Provide administrative support directly to the Dean and Associate Dean
    • Prepare and route client correspondence; documents, reports and templates using MS Office Suite
    • Advise Instructors, Academic Chairs, and team members on key processes and required documentation 
    • Provisioning of duties to allocate resources for creating, organizing, and maintaining paper or electronic filing systems for essential documents
    • Maintain and track financial documentation including payment for staff P-cards, invoices, wire transfers, and expenses
    • Assisting with and coordinating activities such as program loading and scheduling
    • Researching SAIT-related procedures and information, as needed

Qualifications & Experience
    • Minimum Diploma or Bachelor’s degree in a related field (or working towards)
    • Minimum three years’ experience in an administrative role
    • 5 years or more experience as an administrative assistant would be preferred
    • Executive Assistant experience is considered an asset
    • Previous experience supervising a team would be considered an asset 
    • Equivalent combination of education and experience may be considered

Knowledge & Skills
    • Intermediate to advanced knowledge in MS Office Suite 
    • Intermediate to advanced knowledge of BANNER and D2L software is an asset
    • Strong analytical skills combined with a high attention to detail and accuracy 
    • Ability to work independently with minimal direction
    • Considerable skill in decision making with the ability to make accountable resource leveling and prioritization decisions
    • Experience working within diverse teams 
    • Extensive experience with Microsoft Office products
    • Strong organizational and communication skills
    • Ability to deal appropriately with highly confidential information
    • Ability to build a team and foster individual and portfolio growth, and engagement

Job classification: Administrative Assistant II
Salary range: $50,523.20 - $62,316.80
Hours Per Week: 40
Position End Date: May 31, 2025
Posting closing date: May 16, 2024
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