Administrative Coordinator, Education Council

BCIT’s
- **Education Council Department** is seeking a
- **regular, full-time (1.0**
**FTE**
**) Administrative Coordinator**.This position reports to the Dean, Academic Planning and Quality Assurance (“APQA”) and takes functional direction from both the Dean and Education Council (“EDCO”) Chair. In addition to providing a wide range of administrative and support services to these functions, the coordinator oversees and maintains day-to-day office operations, conducts research and analysis on related projects, drafts confidential documents, prepares routine and specialized documents and correspondence, keeps apprised of the departmental objectives and long-term goals and assists the Dean, EDCO Chair and Vice Chairs in achieving these goals and objectives. The administrative coordinator also provides support that complements other related initiatives offered through the Vice President, Academic Office to the campus community.**Duties & Responsibilities**

**DUTIES**
**&**
**RESPONSIBILITIES***:

- Performs administrative support and is responsible for the efficient management of the day to day operations of the Dean’s Office such as organizing and maintaining calendars; coordinating and preparing correspondence, documents and minutes; scheduling meetings, taking notes, making travel arrangements, and preparing catering requests. Coordinates APQA team’s administrative needs including liaising with IT, Facilities, and other departments as needed.
- Liaises with all levels of internal staff and with government agencies (i.e. Degree Quality Assessment Board). Provides assistance and advice on a wide range of issues within the scope of responsibility; coordinates the flow of information and documentation to and from these areas.
- Monitors and communicates province-wide program postings on the Ministry’s Post-secondary Institution Proposal System (PSIPS) and coordinates BCIT activity on PSIPS.
- Creates, maintains, and distributes various reports, correspondence, and documents required by the APQA and EDCO Offices, the Institute and other clients. On own initiative, composes, signs, and distributes correspondence related to delegated administrative matters, prepares and distributes materials for meetings and external site visits, and brings forward actionable issues as appropriate.
- Acts as the regular point of contact, resource and recording secretary for EDCO and key EDCO committees and other Institute groups such as Stakeholder and Ops/Services Meetings, VPA/Associate Dean Forum, and School Quality Chairs. Liaises with EDCO Chair, Vice Chairs, Program Champions and other individuals pertinent to meeting requirements, and ensures EDCO bylaws are adhered to.
- Assists EDCO Chair in preparing EDCO-related materials for submission to the Board of Governors and committees such as Audit & Finance and Governance.
- Establishes and schedules committee meetings, and coordinates related activities that support the committees such as preparing, disseminating and bringing forward action items for the agenda and distributing meeting packages. Participates in meetings as required.
- Maintains a central repository for all EDCO and APQA documentation. These include policies, procedures, by-laws and other governance-related documents, minutes, notices of intent, proposals, program reviews, suspensions/cancellations, new program business forecasts/plans, Ministry correspondence regarding proposals, etc. and ensures that historic documents are efficiently archived for easy access and retrieval.
- Develops, maintains and monitors systems that track policy updates and revisions and ensures that the Dean and EDCO Chair are apprised of upcoming review dates.
- Works with the Registrar’s Office and the Student Association to undertake yearly election process to fill EDCO constituency seats. Throughout the year, initiates processes to ensure that vacant seats are filled via bi-election process as necessary. Maintains records of EDCO member incumbents and monitors their terms of office.
- Ensures that the EDCO Student stipend is calculated correctly and disbursed semi-annually.
- Organizes and works with EDCO Chair and Dean to conduct yearly orientation session for new members of EDCO and EDCO committees.
- Ensures that the BCIT community is kept apprised of EDCO activities and EDCO/BOG approval decisions.
- Works with IT and the Policy Management Office to ensure that new and revised policies are uploaded in a timely manner. Ensures that the EDCO and APQA pages on the institute’s website are current and accurate.
- Undertakes special projects and related duties as assigned by the Dean and consistent with the level of the position.
- Provides administrative assistance and coverage to other areas within the working environment during peak and vacation periods as needed.

**Qualifications**

**QUALIFICATIONS***:

- Successful completion of one year post secondary education in business management, computer systems tec