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Program Administrative Assistant
Job Location:
Monthly Salary:
Posted:
21 August 2026 (15 hours ago)
Posted:
Application Deadline:
18 November 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
Trades meet tech in SAITs School of Transportation. Delivering hands-on skills-based training our schools prepare learners for rewarding careers in Albertas fast-evolving transportation industries. Join a team where learner success comes first through teaching excellence tech-infused curriculum and state-of-the-art facilities.
The Opportunity
Job classification: A5903 - Administrative Assistant I
Salary range:$50000.00 -$55000.00 (based on a 40-hour work week). Placement within the range is typically based upon a review of skills experience and internal equity. This is a part-time position working 20 hours per week.
Hours per week: 20hrs (This is a part-time permanent position)
Posting closing date: Monday 24th August at 4:00PM
View a summary of our benefits and perks for salaried employees
This position requires a high level of professionalism strong communication skills (verbal/non-verbal language/interpersonal skills) organization and attention to detail computer information literacy records information management data integrity auditing and a keen focus on providing excellent serviced-focused interactions with students and staff. The individual must be able to consistently communicate with applicants students team members and stakeholders to consolidate feedback. They must be a self-starter and take ownership of the required workflow to ensure timelines are met and processes are followed.
The Role
Program Support (50%)
- Provide administrative support for apprentice and non-apprentice programs delivered through the Point Trotter Campus under the direction of the Academic Chair.
- Prepare and distribute routine communications to students regarding program requirements course schedules orientation materials welcome packages deadlines activities and other program communications.
- Support student admissions processes through report review applicant tracking communication of requirements and deadlines and administration of related processes.
- Enter and maintain program-related information within institutional systems such as ATOMS Banner and mySAIT as required.
- Coordinate Student for a Day and other student recruitment and outreach activities.
- Respond to student inquiries and provide accurate information regarding program processes timelines and available resources.
- Maintain student records and program documentation in accordance with institutional policies and privacy requirements.
- Assist with course classroom and examination scheduling activities as required.
- Compile maintain and coordinate program operational reports tracking documents and data requests.
- Assist the Academic Chair and instructional team with administrative processes that support program planning delivery and day-to-day operations.
Administrative Support (25%)
- Provide confidential administrative support to the Academic Chair including calendar management appointment scheduling correspondence and document preparation.
- Coordinate meetings for students faculty staff and external stakeholders including scheduling room bookings meeting invitations and preparation of materials.
- Support faculty by assisting with travel arrangements expense claims professional development requests instructional resource orders and related administrative requirements.
- Assist with onboarding activities for new instructors including salaried adjunct and casual faculty.
- Maintain departmental records and tracking systems including expense approvals p-card reconciliations professional development requests and other operational documentation.
- Organize maintain and archive electronic and physical records in accordance with institutional records management and retention requirements.
- Monitor and coordinate office and classroom supply requirements and ensure shared spaces remain organized and functional.
- Identify opportunities for process improvements and administrative efficiencies within established procedures.
Internal and external communications (10%)
- Serve as a primary point of contact for students faculty staff and external stakeholders.
- Respond to inquiries received through various communication channels and direct requests to appropriate resources when required.
- Establish and maintain positive working relationships with internal and external stakeholders.
- Communicate information in a professional accurate and timely manner while maintaining confidentiality and privacy requirements.
- Monitor and respond to shared departmental email accounts directing inquiries to appropriate resources as required.
Events and Campus Activities (5%)
- Assist with planning and coordinating campus events team-building activities orientations meetings and special functions including events such as Open House Women in Trades events and industry visits.
- Coordinate event logistics including room bookings catering audio-visual requirements equipment rentals participant registrations name tags and event materials.
- Arrange meeting invitations guest speakers and volunteer support as required.
- Support event execution and follow-up activities.
Other Related Duties (10%)
- Support special projects and operational initiatives.
- Assist with data collection reporting and document preparation requirements.
- Perform other related duties as assigned.
Qualifications & Experience
Education
- High School Diploma is required or GED
Preferred
- Diploma or certificate in Office Administration Business Administration or a related field or an equivalent combination of education and experience.
Experience
Minimum Required
- One to two years of working in an administrative capacity
- Experience maintaining records and processing transactions.
Preferred
- Three to five years of administrative experience
- Post-secondary experience considered an asset
- Banner experience
- Power Apps is an asset
Qualifications Certifications or Designations
Minimum Required
Working knowledge of Microsoft Office applications including Outlook Word Excel and PowerPoint.
Preferred
- Experience with Banner Freshdesk Cisco phone systems AI-enabled productivity tools and other administrative technologies is considered an asset
Skills and Competencies
- Strong customer service orientation and commitment to supporting student success.
- Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
About SAIT
At SAIT were building bold futures. Were a community of tenacious problem-solvers inventive thinkers and passionate collaborators who believe in doing work that matters.
Named one of Albertas Top Employers were driven by a desire to create an impact in our community. If youre looking for a place where purpose meets possibility youve found it here.
Were committed to community and belonging
Community and belonging is essential to achieving SAITs 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 Community and Belonging at SAIT.
We may use artificial intelligence (AI) tools to support parts of the hiring process such as reviewing applications analyzing resumes or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.
Required Experience:
Junior IC
About Company
The Southern Alberta Institute of Technology (SAIT) offers hands-on degree, diploma, certificate, continuing education and corporate training programs to develop the skills and knowledge employers demand.
