Operations Assistant

BCIT’s **Corporate Services** department is seeking a **regular, full-time (1.0 **FTE**) Operations Assistant**.This position is responsible for the effective day-to-day administrative, customer service and clerical operations within the Corporate Services Division. Primary duties and responsibilities are related to Imaging, Distance Education, Logistics and the Bookstore. The position oversees and is responsible for front desk support (general inquiries, pickups, and sales), digital storefront system, and inquiries related to Imaging/print job status. The position may also be required to provide related support to the remaining areas of Corporate Services on an as needed basis.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:
**Departmental Administrative/Clerical**:

- Provides administrative and clerical support for the Imaging, Distance Education, Logistics and Bookstore functions of Corporate Services.
- Maintains files (paper and e-files) for the corporate Purchasing cards.
- Arranges meeting rooms and keeping minutes for the departmental meetings.
- Maintains various departmental attendance records.
- Maintains the Outlook calendar.
- Maintains records and inputs relevant data into BCIT’s enterprise systems, such as Banner, Cognos, and MS Outlook.
- Creates purchase requisitions in Millennium.

**Customer Service**:

- Advises clients regarding production and cost of print jobs.
- Checks and verifies jobs submitted to Imaging and books jobs into BCIT Imaging workflow platforms and communicates with clients if there are questions.
- Offers instruction to walk-in clients on how to use the BCIT Imaging web-portal.
- Offers instruction to walk-in clients on how to use the multi-functional devices (MFD copiers).
- Assists customer on general inquires, order pickups and sales using WinPrism, WinPos, Banner or the DSF systems.
- Processes DE online orders using WinPrism/WebPrism.
- On an ad hoc basic and during peak periods, provides customer service duties in the Bookstore (e.g. cashier duties).

**Database and inventory**:

- Updates the BCIT Imaging databases and inventory lists (daily activity, entering work orders).
- Assists with Bookstore fiscal yearend inventory.

**Miscellaneous**:

- Processes and sends service requests using FM Works.
- Books off-campus travel and maintains travel files.
- Attends Lean Management training and adopts Lean mythology whenever possible.
- As first contact with clients, some interaction and dialogue re: copyright compliance is required.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- 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.
- May be required to provide related support to the remaining areas of Corporate Services on an as needed basis.
- On an ad hoc basic and as necessary, assists BCIT Imaging’s Creative Specialist with InDesign art work projects (e.g. business cards, door signs, manual covers, etc.).
- Undertakes related duties as assigned, consistent with the job grade.

**Qualifications**

**QUALIFICATIONS**:
**Definition**: The qualifications section for this position 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**:

- Requires the equivalent of full secondary school plus additional specialized training of up to 1 year duration, (i.e. full administrative program, BCIT certificate program).
- Formal instruction in copyright is required.

**Experience**:

- Two years’ general experience plus up to one year’s practical current experience in a similar position (which includes specific experience with a Point of Service (POS) system such as Win/Prism/WinPOS).

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

- Expertise and efficiency with a Point of Service (POS) system such as Win/Prism/WinPOS.

**Communication/Interpersonal Skills**:

- Excellent customer service, interpersonal, and verbal and written communication skills.

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

- 50 wpm typing and note-taking skills are required.
- Ability to multi-task and prioritize to balance customer service demands with administrative