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Operations Coordinator

3 weeks ago

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

BCIT’s **School of Construction and the Environment** is seeking a **regular, full-time (1.0**FTE**) Operations Coordinator**. This position provides comprehensive administrative and operational coordination for the School’s operations. Works with the School Operations Manager to manage capital assets, including tracking inventory, processing purchases, and coordinating replacements. Conducts expenditure and budgeting activities by analyzing financial data, preparing reports, and reconciling accounts for managers and Department areas. Coordinates the School’s international student exchange program, space planning initiatives, asset management processes, and any School-wide special projects while ensuring compliance with institutional policies.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Provides administrative support to the operational activities within the School.
- Provides support in the Department’s budgeting and financial tracking and reporting activities by preparing expenditure and budgeting reports for the managers and the Department’s review.
- Reviews financial reports for accuracy and completeness. Reconciles expenditures and actuals to invoices, contracts, budgets and plans. Ensures cross charges and deposits/payments have been captured and assigned or charged correctly. Works with related areas to remediate and reconcile discrepancies.
- Supports the project administration by recording funds, monitoring spends, submitting cross-charges and reconciling to incoming and outgoing project funds.
- Maintains schedule of external contracts and ensures complete and accurate invoicing/cross charges.
- Coordinates fiscal year activities including identifying and monitoring outstanding invoices, issuing invoices to clients, obtaining accruals for program revenue and development contracts, identifying outstanding allowances, expenses, timesheets, cross-charges, and carryover from one fiscal year to the next year.
- Coordinates asset and inventory monitoring by tracking, asset tagging, recording and maintaining records. Participates in Institute-led initiatives in asset and inventory monitoring.
- Works with the department areas to coordinate asset and inventory replacement and disposal, following Department and Institute procedures and policies.
- Creates RTUNES, web requisitions and requests for payments within signing authority. Sends payments outside of signing authority to appropriate person for approval.
- Follows procurement and purchasing procedures and gathers required information for the submission of procurement requisitions. Maintains awareness and updated on related Institute policies and procedures.
- Participates in and supports space planning activities, audits and projects, by gathering, compiling information. Works with the Department and Institute Teams on room assignments and optimizing room availability. Coordinates with the timetabling team to reconcile and ensure changes are captured.
- Maintains various lists and trackers to help facilitate initiatives and School activities, and monitor programs such as approver lists, Eyesafe program, etc.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes related duties as assigned, consistent with the job grade of this position.

**Qualifications**

**QUALIFICATIONS**:
**Definition**:
The qualifications section for this job was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

**Education**:

- Completion of Grade 12, plus the completion of a two year post-secondary diploma in a related program, such as Business or Financial Administration.

**Experience**:

- Two years of general experience, plus four years of directly related work experience.

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

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

**Communication/Interpersonal Skills**:

- Demonstrated skills in oral and written communications.
- Ability to work independently and with team, staff and clients across departments and teams in a professional manner.

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

- Strong attention to detail.
- Excellent organizational and follow-through skills
- Ability to multi-task and handle a high volume of detailed information and assignments concurrently.
- Proven ability to handle changing priorities and meet deadlines.

**Other Skills/Abilities**:

- Self-motivated and self-directed with the ability