Administrative Assistant to Associate Deans

6 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s **School of Computing and Academic Studies** is seeking a **regular, full-time (1.0 **FTE**) Administrative Assistant to Associate Deans**. This role supports two Associate Deans to achieve results and manage workflow. The incumbent is responsible for the efficient day-to-day operations of a fast-paced environment including coordinating projects and reports, data collection, analysis and recommendations, confidential and time-sensitive program and student-related concerns, and management of high priority initiatives and sensitive matters. The incumbent drafts various communications and materials for the Associate Deans (ADs) that supports communicating with various internal and external stakeholders, including ministry representatives. The incumbent provides administrative support to the Associate Deans including scheduling meetings and management of calendars, travel, records management, and processing a variety of financial and operational transactions.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:
**Projects, Communication and Stakeholder Relationships**:

- Collects, analyses and evaluates data from various internal and external sources and institute systems; compiles into information to be used for reporting, issue resolution, presentations, program and process improvement initiatives.
- Takes a leadership role in special departmental projects as assigned by the ADs.
- Develops communication, reports and presentations used by the ADs with key stakeholders including certifying bodies, the institute’s senior leadership team and government; ensuring that the vision, values and standards of the school and institute are represented.
- Communicates with contacts and other stakeholders at various levels within government agencies to gather, provide, and exchange a variety of data and other pertinent program information.
- Develops knowledge of internal and external stakeholders, key priorities and environmental factors impacting the associate dean’s portfolios.
- Anticipates, understands, and respond to the needs of internal and external stakeholders to meet or exceed their expectations within the organizational parameters.
- Assesses situations to determine their importance, urgency and associated risks, and makes clear decisions which are timely and in the best interests of the organization.
- Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
- Assesses problem situations and attempt to identify causes, gather and process relevant
- information and generate possible solutions/recommendations prior to escalating to AD for review and resolution.
- Establishes and maintain positive working relationships with others both internally and externally to achieve goals.
- Ensures data requests from both external and internal departments directed to the ADs’ offices are completed on-schedule; follows up on outstanding deliverables.

**Administrative Responsibilities**:

- Sets priorities, develops a work schedule, monitors progress towards goals, and tracks details/data/information/activities with a focus on the ADs’ workload and upcoming deliverables.
- Acts on behalf of the ADs concerning emergency situations with students.
- Creates and maintains documents, databases, tables and a variety of correspondence, composes, signs and distributes correspondence related to administrative matters.
- Deals with a variety of confidential information in a tactful and professional manner including student, human resources and labour relations issues and ensures proper policy and protocol has been followed prior to the ADs’ involvement.
- Manages and coordinates both associate dean’s schedules by booking appointments with Program Heads/Faculty, institute management and staff, and external stakeholders, maintains and organizes calendars effectively, and ensures background information and supporting documents are brought forward to the ADs in a timely manner.
- Schedules, prepares and distributes committee and other meeting documents, attends and takes minutes at a variety of committees chaired by the ADs.
- Provides administrative support for meetings and events on and off campus including room reservations, creates and sends invitations, ensures a quorum, arranges catering, parking and AV equipment, sets up virtual communication as required
- Screens and/or re-routes correspondence and composes replies for the ADs’ signatures; routinely edits and proof read’s all internal and external correspondence, documents, plans, reports and articles for both departments.
- Coordinates and/or initiates all necessary signatures required for documents such as purchase requisitions, cross charges, travel and expenses, library acquisitions, memberships, facilities and maintenance requests, and vacation payouts.
- Coordinates travel arrangements and conference registrations, payments, airline bookings, hot

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