Administrative Assistant to the Deans

at  SAIT Polytechnic

The Opportunity

The Dean’s Assistant reports directly to the Dean, MacPhail School of Energy (MSE). You are responsible for coordinating the workload of the program admin team; which includes fulfilling tasks that meet the school’s operational needs and contribute towards the achievement of MSE’s strategic goals. This role provides support directly to the Dean and the Associate Dean with respect to coordinating calendars, meetings, and other activities.

• Please note this is a temporary salaried position with benefits ending May 31, 2025

The Role
Coordinate the efforts and work of the team of Administrative team and guiding day-to-day operations based on the direction of the Dean, Associate Dean, Academic Chairs, and operational needs
Provide direct supervision to the Receptionist in MacPhail
Assemble briefing notes, agendas, minutes, proposals, and presentations
Provide administrative support directly to the Dean and Associate Dean
Prepare and route client correspondence; documents, reports and templates using MS Office Suite
Advise Instructors, Academic Chairs, and team members on key processes and required documentation
Provisioning of duties to allocate resources for creating, organizing, and maintaining paper or electronic filing systems for essential documents
Maintain and track financial documentation including payment for staff P-cards, invoices, wire transfers, and expenses
Assisting with and coordinating activities such as program loading and scheduling
Researching SAIT-related procedures and information, as needed
Qualifications & Experience
Minimum Diploma or Bachelor’s degree in a related field (or working towards)
Minimum three years’ experience in an administrative role
5 years or more experience as an administrative assistant would be preferred
Executive Assistant experience is considered an asset
Previous experience supervising a team would be considered an asset
Equivalent combination of education and experience may be considered
Knowledge & Skills
Intermediate to advanced knowledge in MS Office Suite
Intermediate to advanced knowledge of BANNER and D2L software is an asset
Strong analytical skills combined with a high attention to detail and accuracy
Ability to work independently with minimal direction
Considerable skill in decision making with the ability to make accountable resource leveling and prioritization decisions
Experience working within diverse teams
Extensive experience with Microsoft Office products
Strong organizational and communication skills
Ability to deal appropriately with highly confidential information
Ability to build a team and foster individual and portfolio growth, and engagement
Job classification: Administrative Assistant II
Salary range: $50,523.20 - $62,316.80
Hours Per Week: 40
Position End Date: May 31, 2025
Posting closing date: May 16, 202

• Please note this is a temporary salaried position with benefits ending May 31, 202