Administrative Coordinator

5 months ago

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

BCIT’s **Campus Planning and Facilities** Department is seeking a** regular, full time (1.0 **FTE**)** **Administrative Coordinator**. This position ensures the smooth and efficient operations of administrative support for the Campus Planning & Facilities (CPF) management team. Coordinates and performs daily administrative support functions, operational accounting and HR activities. Supports the development of department-wide administrative standards, processes, and policies. Provides a wide range of customer service and support to internal and external partners. Supports the Confidential Assistant on special assignments and events as required.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Maintains the CPF Directors’ calendars and arranges internal and external meetings, town halls and events. Prepares and distributes meeting agendas, minutes, supporting materials and records and follows up on action items. Establishes priorities and responds to emerging issues appropriately.
- Supports the Directors by collecting information and preparing a wide-range of materials, including correspondence, presentations, reports, and spreadsheets. Conducts research and analysis on various assignments, and makes recommendations for implementation and/or improvement.
- Makes conference and travel arrangements as required. Books transportation, reservations and accommodations and prepares travel itineraries.
- Supports cross-departmental needs as required, such as employee engagement planning and implementation, training, team building and recognition.
- Develops and coordinates department-wide administrative standards, processes, and policies. Monitors the implementation, adherence and maintenance of administrative processes and standards.
- Receives and records on-demand service work requests and communicates with clients on request status. Maintains database information systems for Facilities Management operations by entering and verifying data as necessary, producing reports as directed and backing up files.
- Maintains department attendance records, ensures information is collected, maintained and approved in compliance with BCIT policies, procedures and guidelines. Reconciles quarterly and annual attendance tracking and notifies Directors/Managers of variances against the collective agreement. Produces attendance reports as required on behalf of the department.
- Prepares, coordinates and submits e-hires per Manager’s request. Initiates contract extensions for staff (regular, temporary and auxiliary). Coordinates with Human Resources for new job postings. Communicates to, and works with Human Resources on short term and long-term leaves.
- Prepares, tracks and completes all staff onboarding and offboarding activities, ensuring a positive experience for new employees.
- Processes timesheets for regular and auxiliary department staff. Processes and distributes appropriate forms [timesheets, CTO, safety boots reimbursement] to department staff.
- Processes various operational accounting transactions, including monitoring and processing invoices, expense reports and reconciling corporate purchase card monthly expense reports for the department. Prepares and tracks cross-charges, purchase orders and change orders.
- Coordinates contractor maintenance access requirements such as parking, keys for contract maintenance and issuing notification to Safety and Security department regarding length of contract and duration on site. Prepares and publishes notices for maintenance interruptions and shutdowns.
- Schedules and notifies contractors for the yearly review of BCIT Construction Safety procedures and ensuring that all contractors are current.
- Maintains the office supplies, equipment, and general office maintenance for the department. Sorts and distributes incoming mail; prepares outgoing mail for pick-up and organizes courier / registered mail deliveries.
- Maintains confidentiality of documents and correspondence relating to Facilities Management operational issues. Provides information for internal and external partners as required. Maintains the departmental signing authority records.
- Works with the administrative team to develop and implement efficiencies in records management including electronic filing systems; Participates in, or delegates Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOIPOP).
- 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**:

- Completion of Grade 12, plus completion of

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