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Administrative Assistant
2 weeks ago
BCIT’s
- **School of Transportation** is seeking a
- **temporary, full-time (1.0**
**FTE**
**) Administrative Assistant. **The Administrative Assistant is responsible for providing a wide range of administrative support to the Associate Dean’s office including: ensuring the smooth and efficient operations of the Associate Dean’s office; answering telephone enquiries, maintaining calendars; composing a variety of correspondence; information gathering and documentation for analysis and reporting, processing incoming and outgoing mail, maintaining filing systems, scheduling, preparing and taking minutes at advisory and departmental meetings; assisting the Administrative Manager and chief instructors with administrative duties as required.**Duties & Responsibilities**
**DUTIES**
**&**
**RESPONSIBILITIES***:
- Manages the Associate Dean’s calendar by scheduling meetings, booking appointments, and supplying relevant meeting documentation, information, and materials; may also include searching out and scheduling suitable venues, arranging catering, drafting invitation lists, preparing and distributing meeting materials, and making parking arrangements.
- Screens and handles enquiries and phone calls, and acts appropriately on behalf of the Associate Dean’s and/or the department; provides advice and information as appropriate to position responsibilities to a variety of internal and external contacts such as, BCIT personnel, staff, students, visitors, and other outside agencies.
- Creates documents, initiates training plan spreadsheets and tables, processes confidential documents and reports, and other correspondence.
- Assists with the development of PowerPoint presentations and in the preparation of reports and planning documents.
- Provides administrative support for the division’s Program Advisory Committee meetings, including preparing and distributing agenda and correspondence, attending meetings, recording, transcribing, and distributing minutes, taking appropriate follow-up action, and coordinating facilities and catering as appropriate.\
- Provides administrative support to the Chief Instructors for the scheduling of instructors
and maintenance of scheduling software.
- Develops, implements, and maintains administrative processes to support the smooth operation and functioning of the Associate Dean’s office.
- Maintains an ongoing awareness of Institute and departmental goals, objectives and issues.
- Working with the Chief Instructors and Administrative Manager, completes Personnel/Position Requisitions and related documents in accordance with Institute policies and procedures.
- In coordination with the Administrative Manager, maintains all staff attendance and records on Banner, as well as reports STIIP leaves to Human Resources; calculates and tracks annual sick, vacation, other leave entitlements and carry-over for BCGEU Instructors and Support Staff, and produces reports, in accordance with Institute policies and procedures.
- Provides preliminary assessment and research of staff and students for the Associate Dean.
- 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.
- Coordinates the Summer and Christmas Duty Rosters for the department.
- Researches costs and makes travel arrangements for the Associate Dean and staff, as required, and in accordance with Institute policies and procedures.
- Manages the department’s petty cash fund, ensuring that accurate records are maintained, necessary documentation is completed, and the fund replenished as necessary, in accordance with Institute policies and procedures.
- Organizes and/or assists with the coordination and preparation of special events, such as Open House and graduation ceremonies.
- Assists with student recruitment initiatives in conjunction with the Marketing and Communications Department.
- Distributes mail and faxes on a daily basis; opens, sorts, and prioritizes in-coming mail for the Associate Dean and may screen and/or re-route correspondence, and reply, or compose replies, on behalf of the Associate Dean.
- Manages the ATC room booking schedule and arranges for catering and room setup, as required.
- Supports the Administrative Manager in the effective and efficient operation of campus administration and acts on behalf of the Administrat
