Administrative Assistant to Associate Dean

BCIT’s **School of Construction and the Environment**is seeking a **temporary, full-time (1.0**FTE**) Administrative Assistant to the Associate Dean.**This position provides a wide range of administrative support to the Associate Dean’s office, including ensuring smooth and efficient operations, answering telephone enquiries, maintaining calendars, composing a variety of correspondence, gathering information and documentation for analysis and reporting, processing incoming and outgoing mail, maintaining filing systems, preparing and taking minutes at a variety of meetings, and assisting Program/Department Heads, faculty, and Program Assistants with miscellaneous administrative duties.-
- **Duties & Responsibilities**-
- **DUTIES**AND

**RESPONSIBILITIES**:

- Acts as a contact for all clients of the department, including current and potential students, employers, advisory committee members and members of several internal BCIT service departments. Evaluates and assesses urgency and level of concern, coordinating or expediting matters as appropriate.
- Maintains awareness of Department, Associate Dean’s and/or Program/Department Head(s)’ goals and objectives to understand urgency, to prioritize and to flag items requiring attention.
- Creates documents, spreadsheets, graphics, tables and reports. This includes, on own initiative, composing, signing and distributing correspondence related to delegated administrative matters.
- Supports the Associate Dean to gather information, sort and file documentation and prepare draft materials.
- Sorts, and distributes incoming mail. Screens and routes correspondence, acting on matters arising from correspondence and composing replies for Associate Dean and/or Program/Department Head’s review and signature.
- Coordinates schedules and attends meetings, both internal and external. Takes, transcribes and circulates meeting minutes; follows up on action items and matters arising as appropriate.
- Provides administrative support for Program Advisory, Marks Review and others meetings chaired or hosted by the Associate Dean or Program Head(s), including scheduling, preparing and distributing invitations, agendas and related resource materials, handling room bookings and catering, and recording and sending meeting minutes.
- Acts as the department’s resource to support department related committee activities and meetings by gathering documentation and recording, providing and submitting information related to the administration of these activities/meetings.
- Organizes special meetings and events within or for the department. Establishes suitable venues, orders refreshments, drafts invitation lists, prepares and organizes meeting materials, arranges for parking and/or travel arrangements.
- Manages the Associate Dean’s calendar by scheduling meetings, booking appointments and supplying pertinent meeting documentation as appropriate.
- Makes travel arrangements. Books transportation, reservations and accommodations and prepares travel itineraries in accordance with BCIT’s policies.
- Supports the Associate Deans in submitting various financial forms including; invoices, requisitions, purchase orders and cross-charges. Reviews related financial information and checks for accuracy before submitting for approval/processing.
- Maintains and updates systems, procedures and information relative to the department’s financial reporting requirements, including cross-charges, purchase card expense claims and timesheets.
- Sets up and maintains filing systems (including confidential personnel files) as required.
- Monitors and maintains attendance records including usage, yearly sick leave and/or vacation entitlement carryovers or payouts for all departmental personnel. Calculates sick leave and/or vacation entitlements including temporary faculty. Ensures annual Attendance Confirmation Reports are signed and filed. Reviews vacation planners to ensure they align with the School’s policies.
- Supports performance appraisal and probationary review processes by establishing suitable timelines, drafting appropriate correspondence for the Associate Dean’s signature, distributing and collating materials, arranging meetings and taking follow-up action as needed.
- Identifies and creates administrative procedures for the effective administrative operation of the department.
- Assists with program marketing activities such as coordinating in-person events, creation of brochures and materials, etc. Assists the Dean’s office for overload requirements, awards ceremonies, etc. as required.
- Reviews course and training intake and ensures resources, lab and room availability are able to accommodate scheduled course loads. Plots course and training plans against resources and works with Timetablers and the Department to coordinate and resolve room/lab bookings, resourcing, course and intake conflicts.
- Maintains up-to-date program information and ensures its distribution to other functional areas within