Administrative Assistant-advancement

5 days ago

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

BCIT’s
- **Advancement **department is seeking a
- **regular, full-time (1.0**
**FTE**Duties & Responsibilities**

**DUTIES**
**&**
**RESPONSIBILITIES***:

- Organizes, coordinates and maintains all administrative functions for the Advancement Division’s reception to ensure the delivery of exceptional customer service.
- Processes, arranges and distributes incoming and outgoing mail and couriers.
- Prepares daily cheque log for donations received and supports gift processing procedures under the direction of the Manager, Advancement Systems.
- Utilizes speciality fundraising software to input and update data and ensures maintenance of accurate records including creating new constituent records, actions, proposals and data clean up.
- Coordinates Alumni Store activities by taking, filling and distributing orders, taking inventory and ordering stock.
- Undertakes various office duties including photocopying, specialty printing, ordering, taking inventory and distributing materials, and delivering and retrieving materials and other items as required.
- Oversees schedules and provide administrative support, as required, for directors including drafting correspondence, preparing presentations, organizing mailings and ensuring that pertinent documents and details are brought forward in a timely manner.
- Provides event and meeting support for directors including room bookings, catering requests, technical support, preparing meeting materials and meeting notes, as required.
- Schedules meetings, orders catering, prepares meeting agendas, compiles presentations, takes meeting notes and distributes to participants; tracks action items and follows up as required.
- Updates divisional documents as required, including the staff directory, and policies and procedures documents.
- Coordinates departmental service requests (i.e. Facilities, Security and Logistics) as required.
- Reconciles and prepares monthly Visa and travel expense claims for managers and directors.
- Provides backup support to the Assistant to the Executive Director as required including calendar management and administrative support.
- Provides backup office administration as required including ordering office supplies and managing IT requests.
- Maintains and updates policies and procedures for Reception responsibilities that facilitate the effective day-to-day operations of the Advancement Division reception.
- Participates in 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 for 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 completion of two-year training in a full-time program from a post-secondary institution in business, communications or related discipline.

**Experience**:
- Two years’ general experience plus one year current relevant experience in a similar position, preferably in a fundraising or post-secondary institution. - Experience working with a wide variety of stakeholders including volunteers, board members and donors.

**Software/Computer Application(s) and Expertise**:

- Demonstrated intermediate Microsoft Office skills (Word, Excel, Outlook, PowerPoint).
- Demonstrated competency in database and/or customer relationship management (CRM) systems.
- Experience with enterprise resource planning (ERP) systems and Raiser’s Edge.

**Communication/Interpersonal Skills**:

- Excellent organizational, communication (both verbal and written) and interpersonal skills with high attention to detail.
- Demonstrated effective listening skills.
- Proven ability to establish and maintain effective working relationships, contribute effectively to the team and to work independently with mínimal supervision.
- Ability to deliver a high level of client service and a positive and creative approach to problem solving.

**Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.)**:

- Proven ability and accuracy in word processing skills including data entry and meeting minutes
- Demonstrated typing speed of 55+ WPM.
- Demonstrated ability to deal effectively with pressure, set priorities and manage multiple projects

**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 contribution pension plan with employer contributions
- Professional Development funds and resources
- Access to most BCIT PTS courses free of charge
- Wellness and Emp

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