SAIT Polytechnic Hiring for International Centre Administrative Specialist at Calgary, AB Full Time

Studying abroad is an incredible — and sometimes daunting — experience. SAIT’s International Centre is focused on attracting international students to study at SAIT, assisting with their transition to the institute and life in Canada and supporting them while they study here. If you have a passion for guiding students to new opportunities, and have experience supporting and mentoring international, we want to meet you.

The Opportunity

Reporting to the Team Lead, Administrative Operations the incumbent is primarily responsible for assisting and supporting the International IC team drive and bring focus to operational excellence, ensuring the IC’s (and by extension SAIT’s) systems, processes and functions are on par or exceed SAIT’s PSI competitors.

The International Centre (IC) Administrative Specialist is responsible for a range of administrative tasks, such as (but not limited to) greeting (face-to-face and virtually) international learners and visitors to the Centre, managing IC email inboxes (including Fresh Desk) and triaging where appropriate, administering student insurance processes and payments, managing enrolment letter requests, managing and processing requisitions and agent commission payment, pull information/data related to international students to support student recruitment and student success activities, and other IC expenses and coordinate room bookings and catering for visiting delegations. The incumbent also provides general office support with various clerical activities and related tasks, including external partnership assistance.

The incumbent is expected to have excellent organizational skills, outstanding verbal and written abilities and exceptional interpersonal skills and cross-cultural awareness. This position requires the ability to function in a team environment while having a high degree of self-direction.

• Please note this position is fully on campus*

The Role

Reception and General Office Admin Duties

First point of contact in the IC – front desk. Ensure that all students, visitors and staff feel welcome and heard upon arrival in the Centre. Refer to appropriate campus supports when necessary

Provide support to manage calendars for the Director and Team Lead, Administrative Operations

Sustain a professional and organized reception area for students, guests and staff. Ensure that information racks are complete and that the front area and boardroom are tidy.

Respond to enquiries from current and potential learners in person, by email or phone and triage responsibility to the appropriate International staff when required. This requires the incumbent to maintain an in-depth, up-to-date understanding of SAIT programs.

Prepare meeting agendas for IC team meetings. Provide meeting minutes with action items in a timely manner.

Liaise Academic Upgrading, PLAR, ELF, and Finance on behalf of the student when required.

Provide administrative support for events and projects, which may include but are not limited to booking rooms, ordering catering, sending emails etc.

Maintain and tidy the back-storage room(s) – restock Office and kitchen supplies.

Coordinate onboarding for new employees – order keys, set up computer accounts.

Order business cards, name badges and flags when required.

Support all Centre members accordingly; this includes printing and photocopying and specific tasks and requests from team members (such as event planning).

Maintain the printers, ensuring that they are loaded with paper and in good working order daily. Contact Maintenance when required.

Receive and manage incoming and outgoing mail and deliveries.

Receive and process letter requests

Manage and process international student enrolment letter requests

External Partner Assistance

Gather and maintain up to date student records and provide a list of eligible commissions to ARC for processing

Compile up-to-date information/data to update the Agent webpage as required.

Liaise with Admissions and International Document Assessment as required.

Coordinate and assist with delegation visits.

Track agent student applications in Maximizer to ensure high conversion rates Update maximizer when information regarding agented students is received.

Enrollment Management Support

Provide support with info sessions and Open House as required. Monitor academic calendar.

Provide support in the preparation of the Annual Strategic Recruitment plan.

In conjunction with the Application Process Specialist team and office assistants, triage deferral requests to Office of the Registrar portfolio folders

Expense, Travel and Transaction Administration

ProcessFOIP forms into Banner and save in appropriate location – Maximizer for agented students (for commission purposes) and file in O Drive for personal FOIP forms.

Add and/or update agent information and commission payments in Maximizer

Manage and reconcile IC invoices and expenses, including yearly memberships etc. and travel-related expenses; as well as maintaining payments to date list for IC for budget requirements

Administer Study Insured payment for all international students, reporting for leadership to evaluate

Prepare marketing shipments for recruiters before recruitment trips.

Track all incoming invoices from Xdocs, G&T, Culligan, Xerox, etc

Complete a monthly inventory of supplies and order as required.

Receive and manage incoming water deliveries; contact Culligan if their issues with delivery or if maintenance is required.

Manage printing supplies from Xerox toner/paper etc.

Order catering for all events hosted by the International Centre.

Respond to finance-related questions

Coordinating refunds with the Office of the Registrar and Finance

Issue receipts

Other Duties/Projects

Leadership may assign duties, responsibilities and projects as required.

In addition to the regular duties and responsibilities, this role is also required to assist with International Centre events and activities that enhance the international student experience.

Qualifications & Experience

Hard Skills

Education:
2 year diploma – Business Administration-Marketing, International Relations or related.

Bachelor’s degree is preferred.

1-2 years of experience in post-secondary or business environment, preferably engaging with international learners/clientele

An equivalent combination of directly related education and experience may be considered.

Regulated International Student International Advisor (RISIA) certification would be considred an asset

Training or Experience:
Minimum 2 years of experience working in an administrative role preferably in a post-secondary environment.

Minimum 2 years working in a cross cultural environment. Preference given to those having worked with international students.

Intermediate skills in MS Office and internet are required for this position.

Intercultural training or certification would be an asset.

Experience with Freshdesk

Second language considered an asset.

Licenses/Certificates:
Class 5 Drivers License could be useful for English school visits

Soft Skills

Provide services through a lens of diversity and inclusion

Ability to establish priorities, adjust as required and still achieve objectives.

Patience and the ability to remain calm and manage frustrated emotions of prospective learners.

Ability to work well in and contribute to a team environment – Team player

Self-motivated with the ability to take initiative

Exhibit professionalism, sound judgment, personal integrity and discretion.

Excellent time management skills and the ability to prioritize work

Ability to work in a fast-paced, multicultural, environment with significant interruptions.

Ability to build rapport and relationships with international clientele.

Job classification: Administrative Assistant II

Salary range: $49,158.72 – $60,608.08

# of positions: 1

Hours per Week: 40

Posting closing date: July 21, 2022

Position end date: August 31, 2024

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.

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