Office Assistant

2 weeks ago

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

BCIT’s
- **School of Business** is seeking a
- **temporary, full-time (1.0**
**FTE**
**) Office Assistant**. This position provides reception, administrative and event planning support to the Dean’s office and assists the Operations Manager (OM) with the school’s financial, human resources, capital assets and facilities operations.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:
**Dean’s Office Administrative Support**
- Responds to in-person, mail, electronic, and telephone inquiries by determining customer needs and initiates the appropriate action; greets visitors and directs them to the appropriate area.
- Sorts and prioritizes mail/faxes for the Dean’s, instructor centre, and departments within the school; arranges courier services when required.
- Maintains meeting room and Advanced Management Technology lab bookings and schedules.
- Prepares, composes and distributes correspondence for the Dean’s office including agenda packages for meetings; arranging visitor parking passes, takes minutes at meetings, and delivers and picks up documents and packages across campus as required.
- Assists in the coordination and organization of special events, awards cerem0nies, marks meetings and a variety of other meetings and events; handles catering and room bookings, and attends events as required.
- Updates, maintains, and distributes the school’s staff lists.
- Ensures orderly presentation of the Dean’s office.
- Monitors and orders office supplies and places orders for the Dean’s Office, and Instructor and Resources Centres.
- Submits Physical Plant and Materials Handling requests for the Dean’s office and school when required.
- Troubleshoots and maintains office equipment in the Dean’s office and Instructor Centre; contacts service companies when necessary.
- Provides back up coverage to the Dean’s Assistant as required.

**Operations Manager Support**
- Provides support to the OM by compiling reports and checking financial information related to scheduled budget reviews and submissions, and fiscal year-end results reports.
- Follows-up and remediates financial transactions identified by managers and program heads, reviews policies and procedures, and ensures accuracy and completion.
- Analyzes financial commitment reports, evaluates discrepancies and collects and distributes financial information and reports within the department.
- Gathers information pertinent to the adjustments and reconciliation for budget cross-charges across the school and institute, analyzes year-end commitments and evaluates discrepancies.
- Handles approver maintenance and access for the part-time studies (PTS) contracts, staff hiring system and PTS online grades for the school.
- Initiates and follows-up on hiring documents for all employee groups within the school on an as required basis.
- Creates, updates, and maintains the school’s position control database.
- Compiles and records electronic information related to capital equipment and minor capital renovations and works with the OM to process and relay information.
- Invigilates student exams in the Dean’s office; ensures established processes are followed. Collects and logs instructor surveys for full-time instructors throughout the academic term; maintains document inventory, and works with Institutional Research and Analysis department as required.
- Creates and maintains purchasing, acquisitions and invoicing information in electronic format as directed by the OM.
- Maintains electronic records related to curriculum development and other department and school-wide initiatives.
- Undertakes special projects as assigned by the OM and Dean.
- Participates in Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOlPOP).
- Undertakes tlie duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval sys em 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.
- This position is responsible to act as the fire warden for the area.
- 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.
- **Educatio

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