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OTR Administrative Assistant

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. 


Reporting to the Supervisor, Front Office, the successful candidate will provide comprehensive administrative assistance to ensure smooth office operations.  The candidate will support the implementation of various projects and activities within the OTR to enhance overall efficiency, provide administrative support to the leadership team and provide Office reception services. 

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%
  • Office Reception - provides exceptional service to students, staff in person, by phone, and email.
  • 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 logistical 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
  • 2 year Diploma 
  • Experience in a higher education role
  • Experience working in an Office of the Registrar

  • Skills Required
  • Knowledge of academic policies
  • Office software proficiency, including MS Office Suite and databases and student information systems 
  • Ability to convey information clearly and professionally with students, staff and intuitional stakeholders
  • Customer service skills
  • Problem solving skills
  • Organization skills 
  • Ability to effectively handle shifting or changing priorities, including working additional hours with advanced notice
  • Ability to create a rapport with students to build an academic advising relationship


Job classification: A5903 - Administrative Assistant I

Salary range: $ 46,113.60 - $56,825.60

# of positions: 2

Hours Per Week: 40

Posting closing date: December 23, 2024


A flexible Hybrid work model can be offered for this role in accordance with SAIT guidelines.


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.  

 

BEWARE FALSE POSTINGS AND RECRUITING OFFERS

 

SAIT has been made aware of individuals or organizations posing as SAIT using false postings to attract job seekers and collect personal information. Please be aware that SAIT will never request sensitive personal information beyond what is required for an application.

 

Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.

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$46113K
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What You Should Know About OTR Administrative Assistant, SAIT

The Office of the Registrar at SAIT is excited to welcome an OTR Administrative Assistant to our dynamic team in Calgary, AB! This role is central to the student journey, providing pivotal support from the first inquiry all the way to graduation. As an OTR Administrative Assistant, you'll immerse yourself in a variety of tasks, ensuring smooth operations while directly contributing to a positive student experience. You'll assist the leadership team and coordinate with various departments, making customer service and problem-solving skills essential. Your responsibilities will include front office reception, maintaining tracking spreadsheets, coordinating travel, and facilitating communication among the staff and students. You'll act as an ambassador, promoting our core values of community, integrity, and innovation. In addition to fostering collaborative relationships, having a knack for organization and the ability to adapt to changing priorities will help you thrive in this fast-paced, rewarding environment. If you're passionate about education, possess strong interpersonal skills, and are eager to make a difference in the realm of student support, the OTR team at SAIT is looking for someone like you. Join us in building a productive and supportive learning environment!

Frequently Asked Questions (FAQs) for OTR Administrative Assistant Role at SAIT
What are the main responsibilities of the OTR Administrative Assistant at SAIT?

The OTR Administrative Assistant at SAIT takes on several vital tasks, including front office reception, managing correspondence, organizing meetings, and maintaining tracking spreadsheets. This role supports the leadership team and ensures smooth operations within the Office of the Registrar, providing essential services to both students and staff.

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What qualifications are required for the OTR Administrative Assistant position at SAIT?

To qualify for the OTR Administrative Assistant role at SAIT, candidates should have a minimum of 2 years of post-secondary education related to business administration or office management along with at least 3 years of experience in an office administrative role. Preference is given to those with a two-year diploma and experience in higher education or specifically within an Office of the Registrar.

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What skills are essential for succeeding as an OTR Administrative Assistant at SAIT?

To excel as an OTR Administrative Assistant at SAIT, candidates must possess strong communication, organization, and customer service skills. Proficiency in MS Office Suite and familiarity with academic policies are also important. The ability to handle shifting priorities and build rapport with students is crucial for fostering a supportive environment.

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How does the OTR Administrative Assistant contribute to student services at SAIT?

The OTR Administrative Assistant plays a vital role in enhancing student services by providing exceptional customer service, managing administrative processes, and liaising with various stakeholders. This ensures that students receive timely support and guidance throughout their educational journey at SAIT.

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What opportunities for career growth exist for OTR Administrative Assistants at SAIT?

At SAIT, OTR Administrative Assistants have several opportunities for career growth by actively participating in various initiatives and identifying areas for process improvements. Engaging in stretch projects and collaborating with multiple departments can pave the way for further responsibilities and career advancement within the organization.

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Common Interview Questions for OTR Administrative Assistant
Can you describe your experience in administrative roles and how it relates to the OTR Administrative Assistant position?

In answering this question, highlight your relevant experience, showcasing specific administrative tasks you've handled, such as managing schedules, correspondence, or reception duties. Emphasize how your previous roles prepared you for challenges you'll encounter as an OTR Administrative Assistant at SAIT.

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How do you prioritize tasks when faced with multiple deadlines?

Discuss your organizational skills and methods for prioritizing tasks, such as creating lists or using project management tools. Provide an example where you've successfully managed deadlines in a fast-paced environment, demonstrating your ability to stay focused and efficient.

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What steps do you take to ensure effective communication with students and staff?

Emphasize your interpersonal skills and the strategies you use to communicate clearly and effectively. Mention your commitment to being approachable, listening actively, and providing timely responses to inquiries to maintain a positive rapport.

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Describe a time when you resolved a conflict or problem in an office setting.

In your response, share a specific example of a conflict you encountered and the steps you took to resolve it. Highlight your problem-solving skills, emphasizing teamwork, diplomacy, and finding solutions that addressed everyone's concerns.

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How do you handle changes in priority or unexpected tasks?

Demonstrate your adaptability by sharing strategies you employ when faced with shifting priorities. Provide an example of a situation where you successfully adjusted your workflow to accommodate new demands, highlighting your flexibility and ability to remain focused.

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What experience do you have with student information systems or office software?

Discuss your proficiency with relevant office software, such as the MS Office Suite, as well as any experience you have with student information systems. Relate this back to how your skills will help you manage administrative tasks in the OTR environment.

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Can you give an example of a time you went above and beyond for a student or colleague?

Share an anecdote where you provided exceptional support or exceeded expectations for a student or colleague. This showcases your dedication to customer service and your ability to create a positive experience.

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What do you know about SAIT's mission and values?

Research SAIT's mission and values ahead of time. In your response, align your personal values with those of SAIT and express your enthusiasm for contributing to their goals as an OTR Administrative Assistant, highlighting the importance of education and community engagement.

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How would you ensure that information remains accurate and up-to-date in tracking spreadsheets?

Discuss methods for maintaining accuracy, such as regular audits or check-ins. Explain the importance of attention to detail and how you keep systems organized to facilitate quick access to information.

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Why do you want to work in the Office of the Registrar at SAIT?

Share your passion for education and student support, expressing your alignment with SAIT's mission. Highlight specific aspects of the OTR role that excite you, such as the opportunity to enhance student experiences and contribute to positive outcomes.

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