Administrative Assistant

Position Summary BCIT’sSchool of Health Sciences is seeking a temporary, part-time (90% FTE)Administrative Assistant, Diagnostics and Advanced Therapies. This role supports the Associate Dean (AD), Diagnostics and Advanced Therapies to achieve results and manage workflow. The incumbent is responsible for the efficient day-to-day operations of a fast-paced environment including coordinating projects and reports, data collection, analysis and recommendations, confidential and time-sensitive program and student-related concerns, and management of high priority initiatives and sensitive matters. The incumbent drafts various communications and materials for the Associate Dean that supports communicating with various internal and external stakeholders, including health authority leads and ministry representatives. The incumbent provides administrative support to the Associate Dean including scheduling meetings and management of calendars, travel, records management, and processing a variety of financial and operational transactions. Duties & Responsibilities DUTIES & RESPONSIBILITIES:Projects, Communication and Stakeholder Relationships Collects, analyzes and evaluates data from various internal and external sources and Institute systems; compiles into information to be used for reporting, issue resolution, presentations, program and process improvement initiatives Takes a leadership role in special departmental projects as assigned by the AD Develops communication, reports and presentations used by the AD’s with key stakeholders including; health authorities, certifying bodies, the Institute’s senior leadership team and government; ensuring that the vision, values and standards of the School and Institute are represented Communicates with contacts and other stakeholders at various levels within government agencies to gather, provide, and exchange a variety of data and other pertinent program information Develops knowledge of internal and external stakeholders, key priorities and environmental factors impacting the associate dean’s portfolios Anticipates, understands, and respond to the needs of internal and external stakeholders to meet or exceed their expectations within the organizational parameters Assesses situations to determine their importance, urgency and associated risks, and makes clear decisions which are timely and in the best interests of the organization Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness Assesses problem situations and attempt to identify causes, gather and process relevant information and generate possible solutions/recommendations prior to escalating to AD for review and resolution Establishes and maintain positive working relationships with others both internally and externally to achieve goals Ensures data requests from both external and internal departments, directed to the AD’s office, are completed on schedule; follows up on outstanding deliverables Administrative Responsibilities Sets priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities with a focus on the AD’s workload and upcoming deliverables Acts on behalf of the AD concerning emergency situations with students Creates and maintains documents, databases, tables and a variety of correspondence, composes, signs and distributes correspondence related to administrative matters Deals with a variety of confidential information in a tactful and professional manner including student, human resources and labour relations issues and ensures proper policy and protocol has been followed prior to the AD’s involvement Manages and coordinates both associate dean’s schedules by booking appointments with Program Heads/Faculty, institute management and staff, and external stakeholders, maintains and organizes calendars effectively, and ensures background information and supporting documents are brought forward to the AD in a timely manner Schedules, prepares and distributes committee and other meeting documents, attends and takes minutes at a variety of committees chaired by the AD Provides administrative support for meetings and events on and off campus including room reservations, creates and sends invitations, ensures a quorum, arranges catering, parking and AV equipment, sets up virtual communication as required Screens and/or re-routes correspondence and composes replies for the AD’s signatures; routinely edits and proof read’s all internal and external correspondence, documents, plans, reports and articles for both departments Coordinates and/or initiates all necessary signatures required for documents such as purchase requisitions, cross charges, travel and expenses, library acquisitions, memberships, facilities and maintenance requests, and vacation payouts Coordinates travel arrangements and conference registrations, payments, airline bookings, hotel reservations, car rentals and processes travel expenses Prepares monthly commercial purchase card (Visa) reconciliations for the AD and other card holders in the portfolios; responsible for various acquisitions using the department purchase card Coordinates faculty and support staff performance reviews and ensures supporting documentation is available three days prior to the review Collects all yearly faculty, assistant instructor, technical staff, and support staff vacation requests for the AD’s approval and ensures they are signed off by the employee and AD prior to submission to Finance Reviews Requests to Use Non-Employee Services (RTUNES) for various program areas, processes and tracks invoicing Assigns organizational, account codes, and Position Control Numbers (PCNs) for financial documents to be processed Ensures timesheets and invoices reach Finance in a timely manner Requests and collects summer and winter break duty rosters Prepares and submits invoice requests for services rendered to external organizations Undertakes administrative duties for the AD’s office, such as photocopying, faxing, scanning, ordering and distribution of office supplies. Records Management Maintains both the electronic and paper-based departmental filing systems 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 Other Submits phone and key requests, arranges for staff IDs, email and other computer access for new and existing staff; coordinates staff relocation and office assignments when required Organizes and assists with school events and institute special events Undertakes other duties as assigned, consistent with the job grade of this position Qualifications QUALIFICATIONS: Grade 12, plus completion of one year of post-secondary training focused on courses/seminars in business and/or office administration. Two years general office experience plus up to two years of practical current experience in a similar position, preferably in an educational environment. Excellent computer literacy with proven proficiency in Microsoft Office including, Word, Excel, PowerPoint and Outlook at an intermediate level. Effective written and oral communications Excellent interpersonal skills with strong ability to deal with situations with tact and discretion, handle sensitive information, and maintain a high degree of confidentiality Demonstrated ability to be flexible, and work both independently and within a team environment Proven ability to take minutes. Proven design and development experience in preparing presentations for a variety of audiences. Accurate keyboard skills of 60 wpm. Excellent critical thinking skills with proven ability to use initiative to improve work processes, anticipate needs, and apply exceptional organizational and problem solving skills. Demonstrated ability to establish priorities, coordinate multiple projects and details concurrently, work to deadlines, and make responsible decisions while maintaining a high level of customer service. Must be detail oriented, self-motivated and self-directed. Demonstrated business acumen and professional manner. Additional Information Benefits – Why you’d love working with us Competitive pay Minimum of fifteen days of vacation prorated per year Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible Defined benefit pension plan with employer contributions Flexible hybrid work arrangements available Professional Development funds and resources Access to most BCIT Flexible Learning courses free of charge Wellness and Employee Assistance programs Complimentary membership with free access to the Fitness Centre, Gymnasium, and more Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits, click here BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire. The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).