Team Lead- Administrative Operations

Team Lead- Administrative Operations
Calgary, AB
Corporate Development, Applied Research & International – International Centre /
APT Temporary Salary
/ Hybrid
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Studying abroad is an incredible — and sometimes daunting — experience. SAIT’s International Centre is focused on attracting international students to study at SAIT, assisting with their transition to the institute and life in Canada and supporting them while they study here. If you have a passion for guiding students to new opportunities, and have experience supporting and mentoring international, we want to meet you. 
The Opportunity
Reporting to the Associate Registrar, International, the incumbent is primarily responsible for assisting and supporting the International Centre (IC) team drive and bringing focus to operational excellence, ensuring the IC's (and by extension SAIT's) systems, processes and functions are on par or exceed SAIT's competitors. Additionally, this position will supervise a team of administrative, marketing and reporting professionals within the IC's Administrative Operations unit.  
This leadership position is responsible for the day-to-day operation of the Administrative Operations unit and maintaining budgetary controls and records. The Team Lead, Administrative Operations, is responsible for supervising and coordinating a range of team administrative tasks, such as (but not limited to) greeting (face-to-face and virtually) international learners and visitors to the Centre, managing IC email inboxes (including Fresh Desk) and triaging where appropriate, managing enrolment letter requests, managing and processing invoice requisitions and agent commission payment, pull information/data related to international students to support student recruitment and student success activities, and other IC expenses and coordinate room bookings and catering for visiting delegations. The incumbent coordinates general office support with various administrative activities and related tasks, including external partnership assistance-related tasks.
The incumbent must have excellent organizational skills, outstanding verbal and written abilities, exceptional interpersonal skills, and cross-cultural awareness. This position requires the ability to function in a team environment while having a high degree of self-direction. 
The individual in this position must work independently and be a self-starter with a collegial and collaborative attitude.
NOTE: This is a 1-year temp contract.
The Role

• Administrative Operations & Leadership
• Supervise, oversee and coordinate the day-to-day operations of the Administrative Operations unit
• Manages the Administrative Specialists' on-campus schedule rotation
• Lead, coach, and motivate the Administrative Operations Team to achieve personal and departmental goals
• Provide guidance and assessments of workflow/processes within the department and identify opportunities to improve efficiencies
• Lead the planning and implementation of the IC training plan
• Manage the planning and implementation of the IC Service Model
• Mentor, train and support staff in achieving team and personal performance objectives aligned with departmental and divisional priorities supporting the Strategic Plans as well as the SAIT Educational Plan
• Analyze the results of the departmental key performance indicators, recommend strategies for improvement and manage individual and team performances to meet desired objectives
• Identify requirements for changes in staffing needs, adjust existing staff allocations and suggest additional resources as appropriate
• Ensure efficient use of resources and attainment of department targets
• Assigns work in accordance with team responsibilities and priorities, in conjunction with overall departmental goals
• Monitor activity and performance measures for individual Administrative Operations staff by providing feedback and mentoring, including having difficult conversations;
• Ensure best practices are utilized, including adherence to SAIT policies and procedures;
• Ensures policies/procedures are upheld, and changes are implemented effectively
• Work collaboratively with all members of the International Centre to position SAIT as a global leader in applied education 
• Establish individual and team goals that will maintain and enhance performance levels
• Conduct regular one-on-one meetings with each direct report


• General Administrative Support
• Prepare documentation and correspondence, memoranda and reports and gather background materials
• Make independent decisions regarding planning, organizing and scheduling of work
• Provides support with budget management for the Business Operations unit
• Respond to and direct requests in person, via telephone, Fresh Desk and email
• Business operations support for the International Centre, including invoices and commissions, enrollment letters, coordinating meetings, correspondence, recruitment, processing and tracking of membership, managing tax receipt information, preparing menus and certificates
• Proactively creates and maintains effective workflow and communication to accomplish the work of the International Centre and its leadership team, which includes the handling of a variety of projects and tasks simultaneously
• Provides support to the International Centre leadership team by attending meetings to record minutes, typing and distributing minutes, drafting agenda items in collaboration with others, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants and extensive follow-up on items as needed
• Liaise with students, staff, faculty, community members, and industry representatives for information sharing and exchange purposes, complaint management and guidance as appropriate
• Maintains confidentiality, tact and respect at all times
• Reconciles Associate Registrar, International VISA statements to receipts for submission to Finance in compliance with policies and procedures
• Organizes and schedules meetings, including contacting participants, booking rooms, and catering
• Review and screen all invoices and contracts before the Director/Associate Registrar, International, signs the documents
• Organizes special events as required, which includes creating and distributing invitations, booking facilities, catering and maintenance agreements
• Completes and submits expense claims in accordance with processes and procedures
• Review all documentation received for the Director/Associate Registrar, including international signatures, to ensure compliance with policies and guidelines. Follows up with senders to correct errors or omissions
• Ensures a safe and healthy work environment by complying with health and safety policies and practices
• Maintains up-to-date procedures manual for the tasks and duties of the position

Qualifications

• Education: 
• Diploma or Bachelors Degree preferred
• Combined education and experience may be considered
• Training or Experience:
• A minimum of 2 years experience working at a senior administrative level, ensuring confidentiality, integrity, excellence, respect, and tact.  
• A minimum of 2 years of supervisory experience
• Experience creating invoices and coding expenses an asset
• Considerable skills in decision-making, establishing priorities, and organization skills
• Knowledge of Banner
• Excellent working knowledge of Microsoft Office suite

Job Classification: Supervisor
Salary Range: $80,000 - $92,985.17
Hours per week: 37.5
Posting End Date: Feb 2nd, 2024
About SAIT
 
SAIT is a global leader in applied education. Named one of Alberta’s Top Employers , we offer the chance to work with a purpose — preparing the next generation of industry leaders, entrepreneurs, advocates and explorers.
 
Building on our 100+ year history, we’re looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.
 
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.   
 
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