Operations Coordinator

SAIT’s **Continuing Education and Professional Studies (CEPS)** focuses on non-credit programs supporting corporate training, the individual learner and international projects. We create courses and programs for life-long learning with careers at our core. Our courses range from exploring general interests to up-skilling for career advancement and reskilling for career changes. We complete all background activities required to set up our products for students to purchase and experience several delivery options.

**The Opportunity**

Reporting to the Manager, Business Services, the Operations Coordinator plays a vital role in supporting key operational and financial functions of the Continuing Education and Professional Studies (CEPS) subdivision at SAIT. The role is responsible for administering vendor and independent contractor agreements, including initiating new agreements, amendments, and extensions, while acting as a liaison between CEPS, Purchasing, and Contracts and Insurance Services. This position ensures all agreements are properly executed, documented, and aligned with SAIT’s procurement policies. The Operations Coordinator also supports effective vendor relationship management by maintaining detailed records of contract terms, deliverables, and payment schedules, and by coordinating communications with stakeholders to ensure timely fulfillment of contractual obligations. In addition to contract administration, the Operations Coordinator provides critical support for financial operations, reporting, and procure-to-pay (P2P) processes. Collaborating closely with CEPS leadership, Finance, and cross-functional teams, the role assists with monthly, quarterly, and annual reconciliations, manages corporate training invoicing, and maintains the CEPS Chart of Accounts across multiple operational systems. The Operations Coordinator also contributes to data integrity through document and record management and supports process improvements that enhance productivity and efficiency. By participating in divisional and institutional initiatives, the role strengthens collaboration, supports strategic goals, and ensures operational excellence across the division.

**The Role**:
- ** Administering Vendor Contracts & Agreements**:

- Initiate vendor and independent contractor service agreements, amendments and extensions in collaboration with SAIT's Purchasing department and other relevant institutional stakeholders.
- Collaborate on drafting agreements, acting as a liaison between CEPS, Purchasing and Contracts and Insurance Services.
- Coordinate with Purchasing to facilitate the execution of vendor agreements, engaging internal and external stakeholders.
- Accurately document and maintain records for all agreements, including term dates, payment and invoice schedules, and deliverables. Coordinate with stakeholders to communicate and provide reminders of deliverables as needed/necessary.
- Ensure all procurement activities adhere to SAIT’s purchasing policies and procedures.
- ** Financial Operations & Reporting**:

- Provide support to the Manager, Business Services in the preparation and analysis of financial reports.
- Collaborate with CEPS leaders and the Finance teams to complete monthly, quarterly and yearly reconciliation processes.
- Coordinate with the Project Operations and Business Development teams to create, issue and track corporate training client invoices.
- Maintain and update the Chart of Accounts for the CEPS subdivision across key operational systems, including Smartsheet, Lifelong Learning, and the ERP system (Banner).
- Partner with the CDARI Operations Support Specialist to support the full procure-to-pay (P2P) process.
- Submit requests for purchase orders, requests for invoices and requests for payment.
- ** Document Management**:

- Update and maintain documents in SharePoint and/or in operational systems.
- Work with stakeholders to improve data integrity through records audits.
- Inform business processes for increased productivity and efficiency.
- ** Additional Responsibilities**:

- Collaborate with department and institutional stakeholders in the management of information and data.
- Represent the department and division on divisional or institutional projects and initiatives as required

**Qualifications**:
- Diploma in business administration, supply chain or related field
- 3- 5 years of experience in procurement, vendor management, financial operations, or contract administration. Experience working within a post-secondary, public sector, or similarly complex organizational environment is an asset.
- **
Skills Required**:

- High level of accuracy, accountability, and confidentiality in handling financial and contractual information. A proactive and resourceful approach to problem-solving and continuous improvement. Collaborative mindset with a commitment to supporting team goals and institutional priorities. Strong customer service orientation and responsiveness to stakeholder