Program Administrative Assistant

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.