Department Administrative Specialist

Department Administrative Specialist Location Hybrid work in Calgary, AB : SAIT's Information Technology Services department handles all software and hardware needs, as well as technological and networking issues for both employees and students who rely heavily on computer systems across our campuses. Technical support — which includes help with computer hardware and software technical problems, email, audio-visual needs and more — is available to everyone at SAIT, whether the problem occurs at home or on-campus. The Opportunity Reporting to the Chief Information Officer, Information and Technology Services, we are looking to hire a Department Administrative Specialist to join the team. This position is responsible for providing exceptional administrative support to the Chief Information Officer, Directors, department managers and staff to ensure the successful day-to-day operations of the team. The position will work closely with the leadership team and Executive Assistant to support scheduling and meeting coordination, office management, onboarding new team members, team events and other support duties. They will also work closely with several departments and external vendors, assisting with various tasks to help the department run smoothly and effectively, and supporting an informed and cohesive employee culture. The Role
• Scheduling, Calendar Management and Meetings
• As key contact for the department, effectively and efficiently liaise with senior leaders, departments and external stakeholders on behalf of the CIO and Senior Leadership Team to support the coordination of meetings
• Support the Senior Leadership Team with Calendar Management as requested
• Booking Meetings; Create Agenda, minutes/notes, room bookings, record action items
• Manage group calendars for the department, update employee lists and maintain department meeting rooms
• Coordination of employee professional development, travel and events
• Support employees with travel booking, registration, and expense claims for professional development activities
• Event management; bookings, catering, budget management, working with vendors and suppliers
• Organize and plan team-building events, holiday events, retirement celebrations, service award presentations, and other events as needed
• Act as department Liaison for larger SAIT events: Divisional Meetings, SAIT Giving Day, Calgary Corporate Challenge and so on.
• Onboarding and offboarding of employees
• Setup of accounts and access, coordination of onboarding activities with other staff, adding to all meetings, distribution lists,
• Support contract employees with questions, account and access as required
• Support technology, and supply requests and assist with workspace setup
• Office management / maintain office supplies on behalf of the department
• Coordination of office supplies, including budget management
• Coordination of hybrid work location assignments for employees
• Coordination of Department Cell phone lifecycle
• Distribution of mail to all office locations
• Work with facilities to maintain the office environment and report any office issues
• Maintain common spaces with appropriate signage, employee notices, and supplies
• Communication and Correspondence
• Filter, file and return email correspondence on behalf of the leadership team as requested
• Efficient use of MS Teams and other collaborative tools
• Prepare and send department communications related to the role
Qualifications & Experience
• Minimum
• Diploma in business, administration or communication
• Minimum of 5 years of experience in related role with administrative, project management experience and financial acumen.
• Strong analytical skills and intermediate-level MS experience is required.
• Preferred
• Bachelor's Degree in relevant area
• 5-10 Year of Experience in progressive administrative roles
• Experience in an Information Technology environment
• Public Sector environment experience
• Financial Acumen and understanding of basic accounting principals
• Skills Required
• Strong communication, both written and verbal
• Maintain flexibility and adaptability in a fast-paced environment
• Strong time management skills with ability to prioritize
• Excellent organization, problem solving, and conflict resolution skills
• Demonstrated strong customer service skills
• Ability to work independently and as a contributing member of a team departmentally and institutionally.
• The ability to handle confidential matters in a sensitive manner
• Strong ability to collaborate in a team environment and take direction
• Computer Skills
• Typing/Keyboarding
• Software (MS Office Suite, MS Visio, Adobe Pro, Adobe Sign)
• Collaborating (MS Teams, MS SharePoint, Zoom)
• Strong ability to Learn new software systems if unfamiliar (Banner, Service Now, Archibus, Smartsheets)
• Ability to learn and adhere strictly to Policy, Procedures and Guidelines
Job classification : ADMINISTRATIVE ASSISTANT II - A5+04 Salary range: $50,000.00 - $60,000.00 # of positions: 1 Hours Per day: 7.25 Posting closing date: July 11th, 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. It creates the conditions for a healthy campus where everyone feels welcome, respected and empowered to succeed. SAIT values fairness, shared accountability and the importance of representation. The institution expects a commitment from its students and employees to continuously develop an equitable and inclusive mindset that celebrates diverse experiences and perspectives. Learn more about EDI at SAIT. 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.