Otr Administrative Assistant

3 weeks ago

Calgary, Canada SAIT Full time

The **Office of the Registrar**at SAIT is an essential part of the student journey, the front line of student support from admissions to convocation. We are committed to informing and assisting our current and future students from initial inquiry through to graduation and employment.

**The Opportunity**

The Office of the Registrar is made up of several actively engaged teams, responsible for Service Excellence, Enrolment Management, Learner Progression and Business Systems and Technologies. OTR is a vital department for students, staff across SAIT, and external stakeholders, providing essential services and expertise to enhance the overall educational experience.

The incumbent must exhibit excellent communication and organizational skills, exceptional interpersonal skills and cross-cultural awareness and demonstrate the ability to thrive in a collaborative team and dynamic environment.

This position is crucial in maintaining the integrity and functionality of the OTR, directly contributing to a positive experience for students and all partners involved.

The **Administrative Assistant** will deliver comprehensive support within the Office of the Registrar by performing a variety of administrative tasks to ensure the smooth operation of the office. The Incumbent works closely with Front Office coordinator and Leadership Team to provide administrative support for student facing and office administrative duties to ensure smooth office operations.

**Role Responsibilties**:
- ** Front Office Reception and Administrative Service - 50%**:

- Excellence in customer service, problem solving and responding efficiently and timely to student and staff requests is a key factor
- Act as an ambassador for the Office of the Registrar by actively promoting the principles of community, excellence, integrity, respect, and innovation, ensuring alignment with our core pillars
- May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and support administrative processes, events, maintain and update tracking spreadsheets, and assigned projects
- Work collaboratively with staff and institutional stakeholders to support unified approach to student services and enhance the overall effectiveness of the Office of the Registrar’s operations
- Liaise professionally with other departments and Schools
- Performs all duties autonomously and proactively
- **
Department Administrative Support - 30%**:

- Maintain and regularly update various tracking spreadsheets while ensuring information is accurate, up-to date, and consistently reflects current operational metrics and key performance indicators
- Help coordinate requests for facility maintenance, ITS support and other institutional departments, serving as a liaison between staff and the appropriate departments by acting as a primary point of contact
- Create and manage purchase requisitions for necessary supplies and services, and process invoice payments promptly and efficiently to uphold vendor relationships and ensure seamless operations
- Maintain an in-depth knowledge of SAIT's FOAPAL codes for ensuring proper coding of all financial documents
- Contact suppliers, as required, with any pricing/invoicing questions. Make purchases and process payments within budget. Complete expense claims and VISA reconciliation forms
- Assist other team member when required with administrative assistance
- Order and maintain office supplies, ensuring sufficient inventory levels to meet the needs of the department
- Conduct monthly reconciliation of credit card transactions, confirming that all charges are accurately recorded and documented
- Provides administrative support in the onboarding and offboarding processes for employees which includes document preparation, orientation, workstation and technology set-up, retrieval of equipment and managing access administration
- Oversee travel arrangements for staff, including the booking of flights and accommodations
- Offer logístical assistance for meetings by reserving rooms, overseeing technical needs, prepare and promptly distribute agendas, minutes, and action items to participants
- **
Other Duties/Projects - 20%**:

- Support the planning and execution of office events and activities by coordinating logistics and participating in setup as needed
- Actively participate in SAIT and OTR initiatives
- Identify opportunities for process improvement within the OTR to enhance efficiency and effectiveness, and recommend solutions for any identified challenges
- Provide support to various departmental portfolios by assisting with a range of stretch projects, fostering collaboration and innovation across the organization

**Qualifications and Experience**:
- ** Minimum**:

- 2 years post secondary in studies related to business administration, office management, or equivalent work experience and education.
- 3 years’ experience in an office administrative role
- **
Preferred

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