Administrative Assistant

6 months ago

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

BCIT’s
- ** School of Construction and Environment **is seeking a
- **regular, full-time (1.0**
**FTE**
**) Administrative Assistant. **This position provides administrative/clerical support to Associate Dean(s), and the Program Heads, Chief Instructors, Managers, Directors and employees within their program areas. Is responsible for the organization, coordination and support of the day-to-day activities in the Associate Dean(s) offices.**Duties & Responsibilities**

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

- Manage Associate Dean(s) schedules by booking appointments, maintaining and organizing calendars. Open, sort and distribute incoming mail. This includes screening and/or rerouting correspondence and composing replies for Associate Deans’ signatures
- Answer and screen both in-person and phone inquiries and handle routine inquires
- Act on behalf of the Associate Deans, in their absence, concerning emergency situations with students
- Assist with various confidential matters for personnel and students
- Assist students with marks reassessments; coordinate with Program Heads to find assessor; research student academic history when needed
- Provide administrative support for all program advisory committee meetings; including preparing and distributing agenda, supporting material, arrange parking, catering, recording, preparing and circulating minutes for approval; send the BOG new member nomination forms for approval; send BOG letter and PAC information package to the new member
- Ensure minutes and appendices are posted and take appropriate follow up action
- Create and maintain documents, databases, training plan spreadsheets, tables and a variety of correspondence; minutes, reports and presentations. This includes composing, signing and distributing correspondence related to delegated administrative matters
- Coordinate and /or initiate all necessary signatures required for applicable documents (i.e. purchase requisitions, cross charge forms, request to invoice forms, travel forms, expense forms, cross charges, library acquisition forms, membership forms, vacation payout forms, etc.)
- Maintain the departmental filing system and confidential student and employee files, both paper and electronic
- Maintain accurate attendance records for AD portfolios on a monthly and annual basis, recording in Banner, reporting all STIIP leaves to Human Resources and coordinating necessary correspondence to employee and Finance/ Payroll department. Maintain and track yearly sick/vacation entitlements and carry-over for Management, FSA, BCGEU instructors and BCGEU support staff and ensures Attendance Confirmation Reports are signed, filed and forwarded to HR department
- Collect all yearly faculty and support staff vacation requests and coordinate approvals with Associate Deans.
- Research, book and coordinate all travel arrangements for the Associate Deans and employees within the portfolios.
- Input and revise Program and Vocational Institute Updates when necessary.
- Maintain trades training plan spreadsheets
- Submit and track Facilities requests
- Order of supplies when needed
- Telecommunication leader and key contact person for all departments
- Submit phone and key requests, arrange for computer ids, Lotus Notes and other computer access for new and existing staff; including coordination of office moves
- Undertake administrative duties for the Associate Dean’s office, e.g., photocopy, send/receive faxes, ordering and distribution of materials and supplies as required
- Organize, coordinate and assist with events within the school
- Liaise with various outside agencies or government offices; arranging meetings, coordinating travel and accommodations when needed
- Distribute FSA Instructional Quality Surveys for students
- Prepare Visa reconciliations for Associate Dean(s) and various other departments
- Responsible for office commercial card (Visa); purchases and monthly reconciliation
- Create cross charges for various expenses etc.
- Initiate RTUNEs as required for various program areas
- Submit Request to Invoice for services rendered into various program areas from external sources (e.g. BCIT instructor teaching to outside institute)
- Create Purchase Requisitions, e.g. work requests in Millennium
- Assist with the various committees the ADs chair, e.g. School Quality Committee, BCGEU Skill Upgrading, Research Task Group,
- Assist students on academic matters
- Direct student through a marks reassessment, e.g. form, payment, appointment;
- Create e-hires for trade program auxiliary, support staff, and instructor replacements
- Assist AD with drafting notices of position vacancies and calculating percentages for e-hires and job competitions
- Work with the AD and chief instructors to coordinate trades training plans three years in advance. Input, review and amend training plans in the Vocational Inventory Training Plan database (VI), put in an program update forms for any changes in the traini

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