Team Lead, Administrative Operations

The Role

• Administrative Operations & Leadership
• Supervise, oversee and coordinate the day-to-day operations of the Administrative Specialist Team
• Manages the Administrative Specialist team on-campus schedule rotation
• Lead, coach, and motivate the Administrative Specialist Team to achieve personal and departmental goals
• Provide guidance and assessments of workflow/processes within the department and identify opportunities to improve efficiencies
• Lead the planning and implementation of the IC training plan
• Mentor, train and support staff in achieving team and personal performance objectives aligned with departmental and divisional priorities supporting the Strategic Plans as well as the SAIT Educational Plan
• Analyze the results of the departmental key performance indicators, recommend strategies for improvement and manage individual and team performances to meet desired objectives
• Identify requirements for changes in staffing needs, adjust existing staff allocations and suggest additional resources as appropriate
• Ensure efficient use of resources and attainment of department targets
• Assigns work in accordance with team responsibilities and priorities, in conjunction with overall departmental goals
• Monitor activity and performance measures for individual Administrative Specialist team staff by providing feedback and mentoring, including having difficult conversations;
• Ensure best practices are utilized, including adherence to SAIT policies and procedures;
• Ensures policies/procedures are upheld and changes are implemented effectively
• Work collaboratively with all members of the International Centre to position SAIT as a global leader in applied education 
• Establish individual and team goals that will maintain and enhance performance levels
• Conduct regular one on one meetings with each direct report


• General Administrative Support
• Prepare documentation and correspondence, memoranda and reports and gather background materials
• Make independent decisions regarding planning, organizing and scheduling of work
• Maintain records and contact information for key external stakeholders
• Respond to and direct requests, in-person, via telephone, Fresh Desk and email
• Administrative support for the International Centre including invoices and commissions, enrollment letters, coordinating meetings, minute taking, correspondence, recruitment, processing and tracking of membership, managing tax receipt information, preparing menus and certificates
• Manages the International Centre Director and Manager, Business Operations calendars-prioritizing appointments and proactively resolving conflicts which may include a recommendation to meet with another team member
• Coordinates travel logistics for the International Centre Director and Manager, Business Operations calendars
• Proactively creates and maintains effective workflow and communication to accomplish the work of the International Centre and its leadership team, which includes the handling of a variety of projects and tasks simultaneously
• Provides support to the International Centre leadership team by attending meetings to record minutes, typing and distribution of minutes, drafting agenda items in collaboration with others, preparing agenda packages, arranging meeting date/times/rooms, contacting participants and extensive follow-up on items as needed
• Liaison with students, staff, faculty, community members, industry representatives for information sharing and exchange purposes, complaint management and guidance as appropriate
• Maintains confidentiality, tack and respect at all times
• Reconciles Director and Manager, Business Operations VISA statements to receipts for submission to Finance in compliance with policies and procedures
• Organizes and schedules meetings, including contacting participants, booking in rooms, and catering
• Review and screen all invoices and contracts before the Director sign the documents
• Organizes special events as required, which includes creating and distributing invitations, booking facilities, catering and maintenance agreements
• Completes and submits expense claims in accordance with processes and procedures
• Reviews all documentation received for the Director’s signature to ensure compliance with policies and guidelines. Follows up with senders to correct errors or omissions
• Ensures a safe and healthy work environment by complying with health and safety policies and practices
• Maintains an up to date procedures manual for the tasks and duties of the position


• Additional Duties
• Completes special projects which may require research, as assigned
• Performs other related duties as assigned

Qualifications

• Education: 
• Post-secondary experience, Bachelors Degree required
• Combined education and experience may be considered


• Training or Experience:
• A minimum of 2 years experience working at a senior administrative level ensuring confidentiality, integrity, excellence, respect, and tact.   
• A minimum of 2 years of supervisory experience
• Experience creating invoices and coding expenses an asset
• Considerable skill in decision making, establishing priorities, and organization skills
• Knowledge of Banner
• Excellent working knowledge of Microsoft Office suite