Administrative Assistant

BCIT’s **Learning and Teaching Centre**is seeking a **regular, full-time (1.0**FTE**) Administrative Assistant.** This position is responsible for providing administrative and front line customer service to clients and staff of the Learning and Teaching Centre (LTC). This position also assists the Faculty Development Coordinator with the coordination and organization of instructional development as well as supporting academic and administrative functions within the LTC.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Responds to telephone, in person, written and electronic mail requests for information from faculty and staff about instructional development activities and programs.
- Processes registrations of faculty, staff and external people into instructional development programs or activities by compiling and entering the registration information into a database program and organizing to keep details in an easily accessible format. Processes registration fees as necessary where payment of fees accompanies registration.
- Assists the faculty development coordinator with determining the logistics of instructional development programs, meetings and events.
- Arranges meetings and appointments for the faculty development coordinator with individuals and/or advisory committee members, including booking rooms, computer labs, for programs, meetings and events.
- Corresponds with instructors, invited speakers, facilitators and participants, and makes arrangements for hotel, parking, and travel, as necessary.
- Arranges and follows up on Audio Visual requirements for meetings and PD activities by consulting with facilitators and coordinator as required.
- Provides administrative support for instructional and faculty development committees
- Maintains a primary role in supporting the Administrative Supervisor in organizing LTC internal and external events
- Arranges catering services for Faculty Development workshops.
- Ensures appropriate materials are available for meetings and LTC events.
- Proofreads promotional copy and workshop materials.
- Drafts, processes, and distributes correspondence, agendas, minutes and reports for the coordinator.
- Receives and sends material via mail and courier.
- Performs data entry as required (including survey systems).
- On a monthly basis, summarizes program evaluations and assists with the generation of evaluation reports.
- Collates and distributes registration packages, evaluation forms, and workshop materials.
- Compiles statistics on Faculty Development activity and checks reports issued by the Coordinator for accuracy.
- Determines eligibility, generates and records certificates issued by the department.
- Acts as a recorder for committees and meetings as required by taking and transcribing minutes, to be duplicated and distributed.
- Works with media production and course development teams to provide close captioning of media or similar services to support universal design for learning (UDL).
- Assists the Assistant to the AVPESI, Faculty Development Coordinator, or other administrative staff as needed.
- Provides backup for the Assistant to the AVPESI and other administrative staff as needed.
- Assists with formatting, word documentation, and spreadsheets as needed.
- 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 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**:
**Experience**:

- Requires two (2) years’ general experience plus up to one year’s practical current experience on this or related jobs inside or outside the Institute.

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

- Advanced level MS Office programs including Excel.
- Excellent skills with online registration systems and professional survey systems.
- Accurate keyboarding skills of 60 wpm.

**Communication/Interpersonal Skills**:

- Excellent interpersonal, oral and written communication skills.
- Proven ability to work as an effective member of a team.
- Ability to handle confidential/sensitive information with discretion.

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

- Excellent attention to detail, proofreading and organizational skills.
- Ability to determine own priorities and schedule complex activities.
- Good knowledge of standard office practices, methods and equipment.

**Other Skills/Abilities**:

- Strong analytical reasoning and problem solving skills.
- Ability to work independently and multi-task to meet deadlines.