Office Assistant

BCIT’s
- **School of Business** is seeking a
- **temporary, full-time (1.0**
**FTE**
**) Office Assistant**. This position provides reception, administrative and event planning support to the Dean’s office and assists the Operations Manager (OM) with the school’s financial, human resources, capital assets and facilities operations.**Duties & Responsibilities**

**DUTIES**
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**AND**
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**RESPONSIBILITIES***:
**Dean’s Office Administrative Support**
- Responds to in-person, mail, electronic, and telephone inquiries by determining customer needs and initiates the appropriate action; greets visitors and directs them to the appropriate area.
- Sorts and prioritizes mail/faxes for the Dean’s, instructor centre, and departments within the school; arranges courier services when required.
- Maintains meeting room and Advanced Management Technology lab bookings and schedules.
- Prepares, composes and distributes correspondence for the Dean’s office including agenda packages for meetings; arranging visitor parking passes, takes minutes at meetings, and delivers and picks up documents and packages across campus as required.
- Assists in the coordination and organization of special events, awards ceremonies, marks meetings and a variety of other meetings and events; handles catering and room bookings, and attends events as required.
- Updates, maintains, and distributes the school’s staff lists.
- Ensures orderly presentation of the Dean’s office.
- Monitors and orders office supplies and places orders for the Dean’s Office, and Instructor and Resources Centres.
- Submits Physical Plant and Materials Handling requests for the Dean’s office and school when required.
- Troubleshoots and maintains office equipment in the Dean’s office and Instructor Centre; contacts service companies when necessary.
- Provides back up coverage to the Dean’s Assistant as required.

**Operations Manager Support**
- Provides support to the OM by compiling reports and checking financial information related to scheduled budget reviews and submissions, and fiscal year-end results reports.
- Follows-up and remediates financial transactions identified by managers and program
heads, reviews policies and procedures, and ensures accuracy and completion.
- Analyzes financial commitment reports, evaluates discrepancies and collects and distributes financial information and reports within the department.
- Gathers information pertinent to the adjustments and reconciliation for budget cross-charg

**Qualifications**

**QUALIFICATIONS***:
**Education**:

- Grade 12 plus completion of one year post-secondary education in business administration including courses in word processing, spreadsheets, accounting, and business communications.

**Experience**:

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

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

- Demonstrated proficiency using MS Office products including Word, Excel, PowerPoint and Outlook at the intermediate level.
- Experience creating and using Excel spreadsheets, statistical.and analytical tools, and the ability to translate a variety of data into meaningful information

**Communication/Interpersonal Skills**
- Proven ability to work well as part of a team and exercise independent judgment and initiative
- Demonstrated skills in oral and written communications, and working with staff and clients in a professional manner
- Ability to handle confidential and sensitive matters with tact and discretion

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

- Proven ability to problem-solve, meet deadlines and handle changing priorities
- Ability to take and transcribe meeting minutes
- Keyboarding at 60 wpm.
- Excellent planning, organizational and follow-up skills

**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 benefit **pension** plan with employer contributions
- **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_**- 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)._

**Salary Range**
- Salary Grade 6: $49,090 - $53,170 per annum.**Additional Salary Information**
- External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.Position Details

**Posting C