International Administrative Specialist - Jobs in Calgary, AB

Job Description

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 OpportunityReporting 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.NOTE: This is a 2 year temporary position.The RoleReception and General Office Admin Duties (25%)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 necessarySustain 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.Book appointments for learners with the appropriate staff.Ensure promotional materials are stocked and available for potential learner meetings.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.Respond in a timely and engaging manner to questions about status inquiries and next steps.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.Oversee IC newsletterReceive and process letter requestsManage and process international student enrolment letter requestsForwarding Immigration requests that must be responded to by a RISIAExternal Partner Assistance (15%)Gather and maintain up to date student records and provide a list of eligible commissions to ARC for processingCompile up-to-date information/data to update the Agent webpage as required.Put together and ship welcome packages for new agents.Liaise with Admissions and International Document Assessment as required.Coordinate and assist with delegation visits.Conduct environmental scans of Canadian PSIs and other relevant organizationsTrack agent student applications in Maximizer to ensure high conversion rates Update maximizer when information regarding agented students is received.Provide support with training of new pathway partners and email/mail materials or notifications to them on an ongoing basis,Coordinate the logistics with the ARC with presentations at pathway partner schools.Enrollment Management Support (20%)With direction from Team Lead, develop and deploy surveys to ascertain inbound and current student location, intent to study etc.Pull data from tableau and/or Argos regarding seat availability in order for recruiters to promote programs in order to meet international targets.Support recruiters by following up with leads from recruitment tripsOrganize and schedule prospective student appointments for recruiters when in the country.Schedule prospective student appointments for the Agent Relations Coordinator when recruiters are not available.Coordinate the logistics of Virtual online recruitment fairs as required.Provide support with info sessions and Open House as required. Monitor academic calendar.Provide support in the preparation of the Annual Strategic Recruitment plan.Communicate with pathway partner school representatives, and respond to their inquiries about SAIT and our application process. Triage where appropriate.Collect and validate deferral requestIn conjunction with the Application Process Specialist team and office assistants, triage deferral requests to IC Admissions portfolio foldersExpense, Travel and Transaction Administration (35%)Manage the agent commission framework and process agent commissions within a standardized deadlineProcess FOIP 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 MaximizerManage 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 requirementsAssist international students with queries in study insured coverageMaintain external membershipsPrepare marketing shipments for recruiters before recruitment trips.Track all incoming invoices from Xdocs, G&T, Culligan, Xerox, etc.Provide support to the ARC and ARRC with recruitment shipments (DHL slips).Enter requisitions to receive a PO (for amounts over $2500 CAD) for the Office as required. Anything less than $2500 is sent to AP for payment with appropriate instructions (FOAPAL, wire transfer form, EFT, 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 questionsCoordinating refunds with the IC Admissions team, Office of the Registrar and FinanceOther Duties/Projects (5%)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.QualificationsEducation: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/clienteleAn equivalent combination of directly related education and experience may be considered.Regulated International Student International Advisor (RISIA) certification would be considered an assetTraining 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 FreshdeskSecond language considered an asset.Licenses/Certificates:Class 5 Drivers License could be useful for school visitsSoft SkillsProvide services through a lens of diversity and inclusionAbility 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 playerSelf-motivated with the ability to take initiativeExhibit professionalism, sound judgment, personal integrity and discretion.Excellent time management skills and the ability to prioritize workAbility 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# of positions: 1Hours per week: 40hrSalary Range: $49,158.72 - $60,608.08Posting End Date: Oct 13, 2022About SAITSAIT 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.For information on the collection and use of your personal information, please see our Privacy Policy.BEWARE FALSE POSTINGS AND RECRUITING OFFERSSAIT 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.Quick Apply

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