Administrative Assistant to The Associate Dean

BCIT’s
- **School of Transportation** is seeking a
- **regular, full-time (1.0**
**FTE**
**) Administrative Assistant to the Associate Dean, Marine Programs.**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, 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 advisory and departmental meetings, and assisting the Administrative Manager and chief instructors with administrative duties as required.**Duties & Responsibilities**

**DUTIES**
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**AND**
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**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 inquiries 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 and spreadsheets; processes confidential documents, reports, planning documents and other correspondence.
- Provides administrative support for Program Advisory Committee and other external organization’s (such as Canadian Association of Marine Training Institutes [CAMTI])) meetings; prepares and distributes agendas and correspondence, attends meetings, records, transcribes, and distributes minutes in an expeditious manner, takes appropriate follow-up action, and coordinates facilities and catering as appropriate.
- Provides administrative support and assistance to the Chief Instructors as required.
- Develops, implements, and maintains administrative processes to support the smooth operation and functioning of the Associate Dean’s office.
- Assists the Associate Dean with research and fact finding with respect to business development opportunities.
- Maintains an ongoing awareness of Institute and departmental goals and objectives.
- Working with the Chief Instructors and Administrative Manager, completes e-hires 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 and Finance; 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.
- Maintains a list of instructor qualifications and their training to ensure compliance with Transport Canada and Nautical Institute requirements.
- Researches costs and makes travel arrangements for the Associate Dean and staff, as required, and in accordance with Institute policies and procedures.
- Liaises with various outside agencies or government offices; arranges meetings as required; coordinates travel and accommodations when needed.
- Coordinates all necessary documents for signatures, such as purchase requisitions, cross charges, travel and expenses and prepares monthly commercial purchase card (VISA) reconciliations for the associate dean and other card holders as required.
- Organizes and/or assists with the coordination and preparation of campus tours, special events, such as Open House’s and graduation ceremonies.
- In conjunction with the maintenance/program technician and administrative manager, assists with a variety of campus activities including repairs to the building, key and security issues, and materials management.
- 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.
- Coordinates the BMC room booking schedule for internal customers and room rentals for external customers. Arranges for catering and room setup, as required.
- Maintains inventories and orders office equipment and supplies for the campus.
- Supports the Administrative Manager in the effective and efficient operation of campus administration and acts on behalf of the Administrative Manager during periods of vacation or absence, to level of responsibility.
- Participates in Records Custodian training and remains current with record keeping practices, policies, and procedures (both BC