Business Operations Coordinator
Top Benefits
About the role
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 Director, Information Technology Services (ITS) Business Operations, the Business Operations Coordinator manages the day-to-day operational activities within the Information Technology Services (ITS) department, including contract administration, the procure to pay processes, invoice handling and reconciling, supports annual financial reporting requirements, office supply management, and departmental event planning and management.
This role also provides backup administrative assistant support to the ITS Senior Leadership Team, ensuring efficient administrative and operational functionality. They work closely with several departments, external vendors and industry, assisting with various tasks to help the department’s operations run smoothly and effectively, and supporting an informed and cohesive employee culture.
The Role
-
- Departmental Operational Support
- Coordinate and manage ITS procurement activities including sourcing, ordering, and receiving
- Oversee invoice processing and reconciliation
- Invoice requests for department revenue contracts
- Manage contract documentation and renewals
- Monthly review of open purchase orders
- Review and update ITS department signing authority as needed
- Provide basic support for PCard users in the reconciliation software and Travel Booking software as needed
- Support Financial Budgeting and Reporting Requirements
- Support quarterly and annual financial year reporting requirements by verifying and providing information to the ITS Financial Analyst and Business Partner
- Aid Leadership Team with financial processes and budget area management including: FOAPAL transfers; currency and GST recognition; PO tracking and PO change requests
- Provide support and training to Leadership Team on Banner processes and financial reporting tools (Argos)
- Provide policy and procedure information support to leaders around expenses, signing authority, supply chain, and fiscal reporting
- Administrative and Process Improvement
- Regularly review and enhance operational procedures within the ITS department to improve efficiency, transparency, and compliance with organizational policies.
- Maintain accurate operational records and documentation.
- Participate in projects as requested that review and reform administrative processes
- Backup Administrative Assistant Support
- Back up coverage and support of the Department Administrative Specialist and their duties
- Coordination of 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
- Support the ITS Social Committee and Safety Committee with any financial requests
Required Qualifications & Experience
-
- Diploma in Business Administration, Management, or a related field.
- 5-7 years experience in progressive department operations roles
- 3-5 years experience working in an Information Technology department, preferably in a post-secondary educational environment preferred
- Equivalent combination of experience and education may be considered
Required Skills and Capabilities
-
- Problem-solving and critical thinking abilities.
- Strong communication, both written and verbal.
- Maintain flexibility and adaptability in a fast-paced environment.
- Ability to coordinate multiple concurrent operational tasks efficiently.
- Excellent organization, problem solving, and conflict resolution skills.
- Demonstrated strong customer service or support 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 - Software (MS Office Suite, MS Visio, Adobe Pro, Adobe Sign)
- Collaborating (MS Teams, MS SharePoint)
- Strong ability to Learn new software systems if unfamiliar (Banner, ServiceNow, Archibus).
- Ability to learn and adhere strictly to Policy, Procedures and Guidelines.
Job classification: P3014 - Executive Assistant
Salary range: $60,000.00 - $87,000
Paid Leave: 4 Weeks Vacation / 14 Flex Days per year
# of positions: 1
Hours Per Week: 37.5
Position End Date: July 31, 2026
Posting closing date: July 28, 2025
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.
Community and Belonging 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 Community and Belonging 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.
About Southern Alberta Institute of Technology
Technology is who we are — it’s what we do. Officially known as the Southern Alberta Institute of Technology (SAIT), we’re a community of thinkers, creators and champions leading change and reimagining the workforce of tomorrow.
In 1916, our doors opened in Calgary, Alberta, Canada with 11 students and a mandate to train veterans returning from the First World War. Over the years, we’ve matched community needs — as a hospital during the Spanish Flu pandemic and as a Royal Canadian Air Force Wireless Training School during the Second World War.
Fast forward to today and SAIT’s action-based learning, solution-focused research and industry partnerships are helping to shape the next generation of inventors, entrepreneurs and pioneers.
Business Operations Coordinator
Top Benefits
About the role
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 Director, Information Technology Services (ITS) Business Operations, the Business Operations Coordinator manages the day-to-day operational activities within the Information Technology Services (ITS) department, including contract administration, the procure to pay processes, invoice handling and reconciling, supports annual financial reporting requirements, office supply management, and departmental event planning and management.
This role also provides backup administrative assistant support to the ITS Senior Leadership Team, ensuring efficient administrative and operational functionality. They work closely with several departments, external vendors and industry, assisting with various tasks to help the department’s operations run smoothly and effectively, and supporting an informed and cohesive employee culture.
The Role
-
- Departmental Operational Support
- Coordinate and manage ITS procurement activities including sourcing, ordering, and receiving
- Oversee invoice processing and reconciliation
- Invoice requests for department revenue contracts
- Manage contract documentation and renewals
- Monthly review of open purchase orders
- Review and update ITS department signing authority as needed
- Provide basic support for PCard users in the reconciliation software and Travel Booking software as needed
- Support Financial Budgeting and Reporting Requirements
- Support quarterly and annual financial year reporting requirements by verifying and providing information to the ITS Financial Analyst and Business Partner
- Aid Leadership Team with financial processes and budget area management including: FOAPAL transfers; currency and GST recognition; PO tracking and PO change requests
- Provide support and training to Leadership Team on Banner processes and financial reporting tools (Argos)
- Provide policy and procedure information support to leaders around expenses, signing authority, supply chain, and fiscal reporting
- Administrative and Process Improvement
- Regularly review and enhance operational procedures within the ITS department to improve efficiency, transparency, and compliance with organizational policies.
- Maintain accurate operational records and documentation.
- Participate in projects as requested that review and reform administrative processes
- Backup Administrative Assistant Support
- Back up coverage and support of the Department Administrative Specialist and their duties
- Coordination of 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
- Support the ITS Social Committee and Safety Committee with any financial requests
Required Qualifications & Experience
-
- Diploma in Business Administration, Management, or a related field.
- 5-7 years experience in progressive department operations roles
- 3-5 years experience working in an Information Technology department, preferably in a post-secondary educational environment preferred
- Equivalent combination of experience and education may be considered
Required Skills and Capabilities
-
- Problem-solving and critical thinking abilities.
- Strong communication, both written and verbal.
- Maintain flexibility and adaptability in a fast-paced environment.
- Ability to coordinate multiple concurrent operational tasks efficiently.
- Excellent organization, problem solving, and conflict resolution skills.
- Demonstrated strong customer service or support 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 - Software (MS Office Suite, MS Visio, Adobe Pro, Adobe Sign)
- Collaborating (MS Teams, MS SharePoint)
- Strong ability to Learn new software systems if unfamiliar (Banner, ServiceNow, Archibus).
- Ability to learn and adhere strictly to Policy, Procedures and Guidelines.
Job classification: P3014 - Executive Assistant
Salary range: $60,000.00 - $87,000
Paid Leave: 4 Weeks Vacation / 14 Flex Days per year
# of positions: 1
Hours Per Week: 37.5
Position End Date: July 31, 2026
Posting closing date: July 28, 2025
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.
Community and Belonging 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 Community and Belonging 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.
About Southern Alberta Institute of Technology
Technology is who we are — it’s what we do. Officially known as the Southern Alberta Institute of Technology (SAIT), we’re a community of thinkers, creators and champions leading change and reimagining the workforce of tomorrow.
In 1916, our doors opened in Calgary, Alberta, Canada with 11 students and a mandate to train veterans returning from the First World War. Over the years, we’ve matched community needs — as a hospital during the Spanish Flu pandemic and as a Royal Canadian Air Force Wireless Training School during the Second World War.
Fast forward to today and SAIT’s action-based learning, solution-focused research and industry partnerships are helping to shape the next generation of inventors, entrepreneurs and pioneers.