Program Assistant

3 months ago

Calgary, Canada SAIT Full time

At SAIT’s **School of Business**, we deliver cutting-edge programs that inspire learners and leaders to take action and get results. We are one of the largest business schools in Western Canada, we put significant stock in all things industry driven, starting with programs delivered by faculty who are experts in the field. We’re proud to be recognized by CEO World Magazine’s Best Business Schools in the World as the highest ranking Business School in Canada in 2024. Students and instructors benefit from our unique applied education model — working collaboratively with each other and industry.

**The Opportunity**

The School of Business is one of the largest business schools in Western Canada. We were recently named the top Canadian business school by CEO World Magazine and ranked forty-ninth in their Top 100 in the world. We were one of only seven post-secondary institutions in Canada to be recognized. Our faculty and staff are passionate about student success, in an environment that values academic excellence, teamwork, collaboration and driving innovation. Our degree, diplomas and courses are aligned to industry and designed to meet the needs of today’s employers. Programming areas include accounting, financial services, human resources, management, supply chain, marketing, administrative, legal, journalism, library information technology and more.

Reporting to the Manager, Program Experience and Administration, we are currently recruiting for Program Assistant who will provide program support and reception coverage for the School of Business. These positions provide administrative support to our academic chairs, faculty and academic advising team and handle the coordination of various student activities or initiatives throughout the year in support of contributing to the overall student experience. These positions also welcome visitors and students, and handle general enquiries, answering questions, directing, or providing information as required.

As a friendly and enthusiastic professional, you will be the first point of contact for visitors and students.You must possess strong communication skills and enjoy working within a collaborative environment.You also have strong organizational skills and have great attention to detail.

**Education & Experience**:
- Provide administrative support to academic chairs, faculty, and academic advisors.
- Coordinate program meetings (Program Advisory Committee, faculty meetings, and others), distribution of agenda and minutes to attendees, record and type meeting minutes, book rooms and order catering, set up and support virtual meetings when needed.
- Book travel and accommodation for academic chairs as well as faculty and students once approved, complete and or correct expense claims and reconcile credit card statements for academic chair and program staff as needed.
- Assist with the coordination of onboarding for new faculty/staff and students i.e. ensure keys, access cards, business cards and textbooks are ordered, computer accounts, phones, and office space are set-up.
- Event coordination for program events, industry nights and School of Business events.
- Support the student clubs with room bookings, catering, coordinate parking passes.
- Generate reports from Banner such as: retrieving student transcripts, staff and student timetables, and financial reports.
- Provide administrative support for projects and data collection - Program Quality Assurance (PQA), student orientation and certifications.
- Provide general information regarding the school, directing students or the general public to appropriate sources/contacts for additional information.
- Maintain and stock program information inventory.
- Distribute mail daily and organize courier services as needed.
- Monitor inventory of office supplies, including paper, forms or other materials needed for the offices, and place orders to ensure supplies are replenished and inventory levels needed for daily use is maintained, including proactively monitoring paper inventory and copier/printer maintenance for the School of Business, raising issues for resolution with equipment.
- Maintain order in the School of Business mail room area, ensuring supplies and materials are organized to support efficient and effective workflow, as well as to contribute to SAIT requirements for Freedom of Information and Protection of Privacy (FOIP) legislation in handling documentation.
- Provide support for maintaining the schedule for meeting rooms including recording bookings as requested by colleagues or faculty.
- Track metrics for student visits and phone calls to the School of Business Main Office.
- Research, compose and process correspondence and presentation materials.
- Support the administrative team in identifying and developing procedures.

**Qualifications**:
- Minimum of a high school diploma.
- Office professional certificate or diploma in Administrative Information Management, Business or Education pre

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