Administrative Assistant

1 week ago

Burnaby, British Columbia, Canada British Columbia Institute of Technology Full time

Position Summary

BCIT's SMART Operations department is seeking a regular, full time (1.0 FTE) Administrative Assistant. This position provides administrative support to the Dean, Managers, and Program Head of Applied Research as required. The position is responsible for carrying out the daily operation of the department including administrative duties and handling all incoming departmental enquiries and requests. This position acts with minimal supervision and maintains a high degree of confidentiality, diplomacy and tact when dealing with both internal and external clients of the Applied Research department. Duties & Responsibilities DUTIES AND RESPONSIBILITIES: Interacts appropriately on behalf of the Dean, Managers and Program Head, Applied Research and with other senior staff and officials, external and internal to BCIT. This includes identifying and solving problems and taking follow-up action within the scope of this position as assigned by the Dean, Managers and Program Head, Applied Research. Participates in various meetings and provides administrative support for Committees which includes: arranging venues, equipment, refreshments, preparing and distributing agenda and correspondence, co-chairing and/or attending meetings, taking meeting notes, identifying action items, promptly preparing and circulating meeting notes, and following up with committee members on the status of action items. Screens and re-routes correspondence, taking action on matters arising from correspondence and composing replies on behalf of the Dean, Managers, Program Head, Applied Research. Creates and edits documents, correspondence, reports, PowerPoint presentations and spreadsheets. Proofreads and edits documents ranging from letters and resumes to published reports, (e.g. the Technology Centre Annual Review and Tech Centre Insight). Proofreads and formats contracts and grants as required. Manages the calendar of the Dean/Managers/Program Head, schedules meetings, books venues, brings forward and prepares materials for meetings, arranges parking, facilities, and refreshments and registers participants for out-of town conferences, seminars, workshops, etc. Performs market, product, and institutional research for product viability as requested by the Dean, Managers and Program Head. Gathers and compiles information and reports on findings. Provides administrative support in all aspects of project contracts, grants, reports and correspondence. Supports the effective and efficient operation of the office by undertaking a variety of administrative duties including photocopying, faxing, filing, ordering office supplies, etc. Provides advice and assistance with respect to administrative processes and procedures by ensuring compliance with applicable Institute practices, policies and collective agreements. Informs the department of any new BCIT policies. Participates in Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOIPOP). 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 related duties as assigned, consistent with the job grade of this position. Qualifications QUALIFICATIONS:

Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent's existing qualifications.

Education: Grade 12, plus additional specialized training of up to one years' duration, i.e. full administrative program, BCIT certificate program. Experience: Two years general office experience plus up to two years' practical current experience in a similar position (including experience in organizing project files involving internal and external parties).
Software/Computer Application(s) and Expertise: Demonstrated intermediate level skills using Microsoft Office (Word, Excel), internet and other Institute systems including Banner, MS Outlook, and Cognos. Communication/Interpersonal Skills: Excellent interpersonal, oral and written communication skills. Ability to maintain a professional demeanor and to deal with a variety of internal and external contacts at various levels while maintaining a high level of customer service. Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.): Excellent organizational, problem-solving, critical thinking, planning, coordination, conceptual, and follow up skills. Ability to establish priorities and make responsible decisions. Tact and discretion, flexibility, initiative and attention to detail are essential. Excellent proofreading and grammar skills. Accurate keyboard skills of 60 wpm. Ability to take accurate minutes and identify action items. Demonstrated ability to compile and reconcile financial data. This includes BCIT invoicing, purchase cards, purchase orders, travel expense claims and other non-salary expenses. Other Skills/Abilities: Ability to research on the internet. Additional Information Benefits – Why you'd love working with us
Competitive pay Minimum of fifteen days of vacation Competitive employer-paid extended health and dental plan – take a look at our benefit plans Defined benefit pension plan with employer contributions Flexible hybrid work arrangements available Professional Development funds and resources Access to most BCIT Flexible Learning courses free of charge Wellness and Employee Assistance programs Complimentary membership with free access to the Fitness Centre, Gymnasium, and more BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted .
The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

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