Administrative Assistant

At BCIT , putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision , which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity.

With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.

BCIT’s School of Transportation is seeking a regular, full-time (1.0 FTE ) Administrative Assistant. Reporting to the Dean, the administrative assistant is responsible for the smooth and efficient operation the Dean’s office. Provides administrative support to the Dean and management team and is an active participant in the school’s administrative team. This role also takes functional direction from the Operations Manager and assists in school wide projects and initiatives.

• Keeps informed of the Dean’s and the department’s goals, initiatives, processes and services. Establishes priorities and responds to emerging issues appropriately. Acts as an information resource with respect to BCIT and School of Transportation policies and procedures.
• Maintains the Dean’s calendar and arranges department meetings and other group meetings when required; prepares and distributes meeting agendas and backup materials, takes meeting notes and distributes, records and follows up on action items. Maintain the internal shared folders for Dean’s office.
• Supports the Dean by collecting information, preparing documents, presentation materials and reports for meetings, committees, hearings and boards. Supports the preparation of the annual Operational Plan Back Brief and Operational Plan with consultation with the Dean and management team.
• Makes conference and travel arrangements. Books transportation, reservations and accommodations and prepares travel itineraries. Coordinates the book of the special meeting rooms within the School of Transportation.
• Screens, reroutes and takes action on inquiries, requests for information, requests for meetings or tours, student complaints and other incoming communications. Ensures Dean is apprised on a variety of matters, including BCIT personnel, visitors and outside agencies.
• Processes various purchases and subscriptions and submits expenses. Prepares and monitors expense reports. Reviews and reconciles monthly purchases to expense reports and statements.
• Processes telephone requests for new set ups, transfers and cancellations for employees within attendance group.
• Coordinates and provides support for the school’s and the Dean’s office on social events, fundraisers, school-wide events and meetings. Ensures representation from the School on BCIT events is arranged.
• Participates on the graduation and awards planning committee as the School’s representative to coordinate with others on the event, provide guidance to faculty and staff on process and coordinate nomination submissions.
• Maintains attendance records for supporting departments and teams, ensuring information is collected, maintained and approved. Communicates to, and works with, Human Resources on short term and long term leaves.
• Maintains online lists, including the school’s duty roster and the school’s contact lists;
  Distributes lists accordingly.
• Initiates e-hires, prepares RTUNES , and ensures onboarding activities for the department and supporting group’s employees are executed and supported.
• Works with the administrative team to develop and implement efficiencies in records management including electronic filing systems;
  Participates in, or delegates Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOIPOP ).
• Provides appropriate hosting and greetings to external visitors and guests to the School. Responds to and redirects inquiries.
• Undertakes related duties as assigned, consistent with the job grade of this position.

QUA…