Administrative Assistant

British Columbia Institute of Technology (BCIT) - Burnaby, BC (24 days ago)

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At BCIT, we champion diversity of experiences, ideas, cultures and perspectives, to foster a community in which equality and inclusivity are embedded in everything we do. We embrace endless innovation, ignited by imagination and creativity, to improve our approaches, opportunities and outcomes. We strive to achieve excellence in everything we do, to accomplish real, measurable results. We believe in the power of collaboration to amplify our efforts and begin every interaction with a foundation of respect for others’ expertise, insights and inherent worth. Our overall vision is to empower people, share BC, and inspire global progress. If this resonates with you, come join our team as we continue to provide practical education for a complex world.

BCIT Advancement is seeking a regular, full-time Administrative Assistant for the Alumni Relations department. This position is responsible for the day-to-day administrative operations of the Alumni Office and is the first point of contact for alumni, donors, and internal and external stakeholders. The assistant maintains the Director’s schedule, coordinates and attends meetings, assists in setting priorities, and provides a broad range of administrative assistance to the Directors and the alumni relations team in meeting department goals and objectives. In addition, this position is the Secretary to the Alumni Association Board of Directors and provides support to the Board and its members.

Duties & Responsibilities

Organizes, coordinates and maintains the administrative functions for Alumni Relations.
Maintains an ongoing awareness of the goals and objectives of the department, keeps apprised of issues requiring attention and resolution, assists in establishing priorities and brings forward items requiring action.
Manages schedules for the Director and ensures that pertinent documents and details are brought forward in a timely manner; handles confidential files related to human resources, donors and prospects, budgeting and planning.
Assists in prioritizing projects and provides scheduling support for the Alumni Relations team as required.
Liaises with the Executive Office, boards, alumni, donors and prospects, industry partners, and internal stakeholders on behalf of the Director and takes appropriate action as required.
Works with the Executive Director as secretary to the Alumni Association Board of Directors; handles aspects of Board governance and compliance, such as bylaw revisions, maintenance and development of policies and procedures, ensures records are saved and documented according to the BC Societies Act guidelines.
Determines nature and importance of all inquiries and follows up with appropriate action; resolves problems and responds to questions as appropriate.
Provides event and meeting support including room bookings, catering, prepares and distributes meeting materials; serves as recording secretary and follows up on action items as required.
Provides support to develop, implement and maintain administrative procedures and policies that facilitate the effective day-to-day operations of the department and the Alumni Association.
Provides administrative support to the Alumni Relations team including case development, prospect research, policy and agreement writing, graphic design, writing and word processing a variety of correspondence, editing, proofing and filing.
Records alumni actions, updates alumni information and pulls alumni, prospect, and contact briefs for board members and members of the Alumni Relations team.
Edits, formats and ensures all reports, documents, briefing notes and presentations are of a professional standard.
Oversees matters related to supplies, equipment and maintenance, telecommunications, facilities, computer resources, security; assists in the maintenance and acquisition of new equipment.
Troubleshoots hardware and software issues and liaises with Information Technology Services as required
Reconciles and prepares corporate card and travel expense claims for the Alumni Relations and Advancement Services team and assists with data entry of expenses and revenues.
Maintains filing systems for all relevant correspondence and email.
Opens, sorts, and distributes incoming electronic and paper correspondence, screens and re-routes correspondence, drafts replies to correspondence as appropriate.
Coordinates onboarding activities for all new staff in Alumni Relations and Advancement Services.
Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB), or appropriate alternative procuring file folder labels through the DRDB, or appropriate, indicating the classification to which files belong; filing incoming documents into the records management system to support the business process; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.
Undertakes other duties as assigned, consistent with the job grade of this position.

Being a part of BC’s Top 100 Employers, and a member of the CCDI.
A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
Access to Professional Development Funds and opportunities for career development.
Increase your knowledge with Tuition waivers for BCIT courses.
Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
Additional Wellness and Employee Assistance programs.

Grade 12 plus completion of one year of post-secondary education in business management, computer systems technology, writing and communications.
Two years general experience plus two years practical current experience in this or related positions in a fund-raising or post-secondary environment.
Microsoft Office, including Word, Excel and Powerpoint at the intermediate level.
Working knowledge of fundraising software, such as Raiser’s Edge.
Excellent oral and written communication skills.
Demonstrated interpersonal skills and the ability to establish and maintain effective working relationships with external and internal contacts.
Ability to maintain confidentiality and exercise considerable judgement, tact, and discretion
Proven ability to organize and prioritize workload and handle several projects simultaneously through to completion, with minimal direction or supervision.
Experience preparing agendas, and taking and transcribing notes and minutes of meetings.
Strong ability to exercise independent judgement and discretion in making sensitive decisions and recommendations on operational and stakeholder matters.
Excellent initiative and ingenuity with a strong commitment to contribute meaningfully within a team environment.
Superior client and customer service skills.
Please note: These are the minimum required qualifications. This position is a dayshift position as defined in Article 14.1 of the Collective Agreement.

Salary Range Pay Grade 7; $48,726 with yearly increments to $53,107 per annum.
Additional Salary Information
Salary prorated based on percentage and term of appointment.

Position Details
Posting Category Administration
School/Service Area Alumni
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1.0
Anticipated Start Date 11/25/2019
Anticipated End Date
Competition Information
Competition Number 19B422
Competition Open Date 10/19/2019
Competition Close Date 11/06/2019
Open Until Filled?
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