Administrative Assistant

2 months ago

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

BCIT’s
- **School of Energy** is currently seeking a
- **regular, full-time (1.0**
**FTE**
**), **or
- ** 2 regular, part-time (0.5**
**FTE**
**) Administrative Assistant. **Applications will be considered for both full-time and/or part-time positions.
- Responsible for ensuring the smooth and efficient operation of administrative support for the Dean’s Office in the School of Energy. Provides administrative support for the Dean and the management team of the School. Supervises support staff assigned to the Dean’s Office and coordinates work with administrative support staff assigned to the School. Coordinates special events and projects on behalf of the School.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:
**Support for the Dean**:

- Maintains an awareness of the Dean’s goals and objectives, establishing priorities and identifying items requiring attention.
- Manages the Dean’s calendar, schedules meetings, makes domestic and international travel arrangements, and ensures external participants are invited to attend meetings as necessary.
- Provides support to all meetings chaired by the Dean by preparing and distributing agendas, preparing back-up documentation and/or relevant information required for meetings, attending meetings, taking notes, preparing and circulating minutes. May be required to coordinate and attend advisory committee meetings on behalf of other administrative staff.
- With consultation with the Dean and management team, supports the preparation of the annual Operational Plan.
- Prepares expense and travel reports for the Dean; reconciles monthly purchases on the Dean’s corporate credit card.
- Provides information to the Dean on a variety of matters related to BCIT personnel, visitors, and outside agencies.
- Provides support to the annual Excellence in Teaching Award by collecting nominations, forwarding these to Committee members, writing recognition letters to nominees on behalf of the Dean, and coordinating their attendance at Convocation.
- Handles student/staff complaints and makes referrals to the Dean or other employees as appropriate.
- Responds to requests for information or meetings from the Vice President, Academic and other senior executives as required.
- Prepares presentations on behalf of the Dean for meetings as required.
- Prepares the Institutional Report to the Board of Governors on behalf of the Dean, if requested.
- Assists with the School’s Research Committee and marks meeting.
- Coordinates Accreditation visit and other school functions not chaired by the Dean.

**Internal and External Communication on behalf of the Dean**:

- Builds rapport with clients and seeks to understand clients’ concerns
meetings to ensure the Dean’s agenda and timeline are followed. Departments include
VP, Academic office, President’s office, and all Deans’ and Directors’ offices.
- Acts as an information resource with respect to BCIT and School of Energy policies and
procedures.

**Administrative Support for Dean’s Office**:

- Maintains regular communication with the Associate Deans’ Administrative Assistants.
- Maintains attendance and personnel records for support staff and management team in
the Dean’s office.
- Upon approval by manager, collects, calculates and processes overtime, vacation and
sick day entitlements for support staff, management and faculty.
- Informs Human Resources (HR) and the Operations Manager when an employee should
be put on short-term sick leave.
- Supports activities of hiring committees, initiates e-hires, provides onboarding and
training assistance to new employees.
- Maintains the School’s management team SharePoint site.
- Maintains online duty roster for the School.
- Reviews travel and expense reports and credit card statements prior to the Dean’s
review. Manages petty cash.
- Processes annual subscriptions, membership dues and conference registrations on
behalf of the Dean and the management team.
- Organizes catering and office supplies requests.
- Must have thorough and up-to-date knowledge of BCIT policies, procedures and
collective agreements.

**Special Events Coordination**:

- Communicates with BCIT departments to ensure the School has representation at both BCIT and non-BCIT events.
- Represents the School of Energy on the Graduation and Awards planning committee.
Duties include distributing list of achievement and academic awards to faculty and staff
and providing guidance on the process as required; coordinating activities with support
staff within the School to execute on this event; and coordinating nominations of School
and Deans’ Awards with the departments for submission to the Dean for selection.
- Participates in and provides support to the Excellence in Teaching Award, other employee
excellence awards and Distinguished Awards Dinner.
- Participates in Records Custodian training and remains current with record keeping
practices, policies and procedures (both BCIT

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