Administrative Assistant

4 days 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**
**) Administrative Assistant**. Provides a wide range of administrative support to the Associate Dean’s office, including ensuring the smooth and efficient operations, answering telephone enquiries, maintaining calendars, composing a variety of correspondence, gathering information and documentation for analysis and reporting, processing incoming and outgoing mail, maintaining filing systems, preparing and taking minutes at a variety of meetings, and assisting Programs Heads and faculty with miscellaneous administrative duties.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:

- Acts as first point of contact for all clients of the department, including students, potential students, potential employers, advisory committee members and members of several internal BCIT service departments
- Maintains awareness of Associate Dean’s and/or Program Head(s) goals and objectives, and flags priority items requiring attention.
- Maintains awareness of Institute and departmental goals, objectives and issues requiring resolution.
- Creates documents, spreadsheets, graphics, tables and reports. This includes, on own initiative, composing, signing and distributing correspondence related to delegated administrative matters. Sorts, and distributes incoming mail. Screens and routes correspondence, acting on matters arising from correspondence and composing replies for Associate Dean and/or Program Head’s signature.
- Coordinates schedules and attends meetings, both internal and external. Takes, transcribes and circulates meeting minutes and follows up on action items.
- Organizes special meetings and events within the department. Establishes suitable venues, orders refreshments, draft invitation lists, prepares meeting materials, arranges for parking and/or travel arrangements.
- Manages the Associate Dean’s calendar by scheduling meetings, booking appointments and supplying pertinent meeting documentation as appropriate.
- Maintains and updates systems, procedures and information relative to the department’s financial reporting requirements, including cross-charges, purchase card expense claims and timesheets.
- Sets up and maintains filing systems (including confidential personnel files) as required
- Provides administrative support for Advisory meetings chaired by the Associate Dean or Program Head(s).
- Monitors and maintains attendance records including usage, yearly sick leave and/or vacation entitlement carryovers or payouts for all departmental personnel. Calculates sick leave and/or vacation entitlements including temporary faculty. Ensures annual Attendance Confirmation Reports are signed and filed.
- Supports performance appraisal and probationary review processes by establishing suitable timelines, drafting appropriate correspondence for the Associate Dean’s signature, distributing and collating materials, arranging meetings and taking follow-up action as needed.
- Identifies and develops administrative procedures for the effective operation of the department
- Assists with course marketing activities, e.g., creation of brochures and/or materials, etc.
- Maintains up-to-date program information and ensures its distribution to other functional areas within BCIT.
- Organize departmental marks meetings while coordinating with Dean’s office.
- Orders and maintains office supplies, ensures office equipment is serviced and maintains routine upkeep.
- Prepares and edits annual course calendar submissions from information provided by Program Head(s) and/or Part Time Studies (PTS) Coordinator
- Assists the Dean’s office for overload requirements, awards ceremonies, etc. as required.
- Assists coworkers during absences and/or during peak periods as required.
- 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***:
**Education**:

- Completion of Grade 12, plus completion of one year of post-secondary education in Business Administration or equivalent

**Experience**:

- Two years of general experience plus two years of current and relevant experience in a similar position.

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

- Willingness to learn and utilize new technology, including information systems.

**Communication/Interpersonal Skills**:

- Excellent oral and written communication, interpersonal, organizational, planning, coordination and follow-up skills.
- Ability to maintain strict confidentiality and to deal with situations with tact and discretion.
- Demonstrated ability to work both independently and as a team player.

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

- Must have previous experience taking and transcribing minutes.
-

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