Administrative Assistant

British Columbia Institute of Technology (BCIT) - Burnaby, BC (30 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’s School of Business is seeking a regular, full-time Administrative Assistant, Business Administration. The Administrative Assistant is responsible for a wide range of administrative support to the Associate Dean’s office including: ensuring the smooth and efficient operations of the Associate Dean’s office; answering telephone enquiries, maintaining calendars; composing a variety of correspondence; information gathering and documentation for analysis and reporting, processing incoming and outgoing mail, maintaining filing systems, scheduling, preparing and taking minutes at advisory and departmental meetings; assisting programs heads and faculty with administrative duties as required.

Duties & Responsibilities

DUTIES AND RESPONSIBILITIES:
Acts as first point of contact for all clients of the department, including students, potential students, potential employers, advisory committee members and members of several internal BCIT service departments.
Maintains awareness of appropriate Associate Dean’s and/or Program Head(s) goals and objectives, and flags priority items requiring attention.
Creates documents, spreadsheets, graphics, and tables. This includes, on own initiative, composing, signing and distributing correspondence related to delegated administrative matters.
Opens, sorts, prioritizes and distributes incoming mail.
Uses a high degree of discretion and maintains confidentiality at all times.
Designs forms, circulars, reports and other related documents.
Prepares confidential correspondence and documents.
Manages, schedules and attends meetings, both internal and external. This includes taking, transcribing and circulating meeting minutes and following up on action items. Also includes organizing special meetings and events within the Department.
Manages the Associate Dean’s calendar by scheduling meetings, booking appointments and supplying pertinent meeting documentation as appropriate. Also responsible for establishing suitable venues, refreshments, draft invitation lists, preparation of meeting materials (drafts agendas) arranging for parking facilities and/or making travel arrangements.
Using own judgment, provides advice and information on a wide variety of matters to BCIT personnel, visitors and outside agencies, in accordance with BCIT policy and procedures.
Prioritizes work and takes initiative to follow-up on items requiring action.
Interacts appropriately on behalf of the Associate Dean and/or program Head(s) or Department with senior staff and officials, external and internal at BCIT, providing assistance when necessary.
Maintains and updates systems, procedures and information relative to the department’s financial reporting requirements, including handling expense claims, tracking and year-end reconciliation of the discretionary fund, and making recommendations on discretionary fund expenditures.
Assists in the monitoring of financial reports.
Manages all purchase card expenditures.
Possesses a strong knowledge of the academic annual cycle of events and responsible for bringing forward items in a timely and appropriate manner. Highlights activities and/or issues which require follow-up.
Acts as an advocate for incoming/potential/existing students.
Provides administrative support for Advisory meetings chaired by the Associate Dean or Program Head(s). This includes preparing and distributing agendas and backup materials, attending meetings, taking minutes, circulating minutes and taking appropriate follow-up action as needed.
Monitors and maintains attendance records for faculty.
Manages the performance appraisal and probationary review processes on behalf of the Associate Dean with attention to establishing suitable timelines (as per the Collective Agreement), drafting appropriate correspondence for Associate Dean’s signature, distributing and collating materials, arranging meetings and taking follow-up action as needed to ensure process is completed as appropriate.
Identifies and develops administrative procedures for the effective operation of the department.
Maintains an ongoing awareness of Institute and departmental goals, objectives and issues requiring resolution and division of responsibilities.
Assists with event planning for industry events including marketing activities i.e. creation of brochures and/or materials, etc.
Performs duties related to term start-up, including student and Faculty member orientation, collecting timetables and course outlines, office allocation, key distribution, voice mail and related administrative requirements.
Maintains up-to-date program information and ensures its distribution to other functional areas within BCIT including Student Counseling, Timetabling and Student Records.
Undertakes related duties as assigned, consistent with the job grade of this position.

BENEFITS OF WORKING AT BCIT:
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.
Qualifications

QUALIFICATIONS:
Grade 12, plus a minimum of one year business office training. Courses may include word processing, spreadsheet concepts, and business communications.
Two years general office experience plus up to one year practical current experience in a similar position preferably in an educational environment.
An equivalent combination of education and experience may be considered.
Proficiency in Banner, Cognos and Microsoft Office including, Word, Excel, PowerPoint and Outlook.
Effective written and oral communication skills and excellent interpersonal and problem solving skills.
Must be able to deal with situations with tact and discretion, handle sensitive information and maintain a high degree of confidentiality.
Proven ability to take and transcribe minutes, as well as a proven ability to prioritize, work to deadlines, and apply exceptional organizational and problem solving skills.
Demonstrated ability to be flexible, and work both independently and within a team environment.
Knowledge of School of Business programs, policies and procedures.
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 6; $46,258 with yearly increments to $50,103 per annum.
Additional Salary Information
Salary prorated based on percentage and term of appointment.

Position Details
Posting Category Administration
School/Service Area SoB Business Administration
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 11/25/2019
Anticipated End Date
Competition Information
Competition Number 19B423
Competition Open Date 10/19/2019
Competition Close Date 10/29/2019
Open Until Filled? No
Quicklink for Posting http://careers.bcit.ca/postings/1774