Administrative Assistant

3 weeks ago

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

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 mínimal 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

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