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administrative assistant

Job Description

• Responds to in-person, mail, electronic, and telephone inquiries by determining customer needs and initiates the appropriate action; greets visitors and directs them to the appropriate area.
• Sorts and prioritizes mail/faxes for the Dean’s, instructor centre, and departments within the school; arranges courier services when required.
• Maintains meeting room and Advanced Management Technology lab bookings and schedules.
• Prepares, composes and distributes correspondence for the Dean’s office including agenda packages for meetings; arranging visitor parking passes, takes minutes at meetings, and delivers and picks up documents and packages across campus as required.
• Assists in the coordination and organization of special events, awards cerem0nies, marks meetings and a variety of other meetings and events; handles catering and room bookings, and attends events as required.
• Updates, maintains, and distributes the school’s staff lists.
• Ensures orderly presentation of the Dean’s office.
• Monitors and orders office supplies and places orders for the Dean’s Office, and Instructor and Resources Centres.
• Submits Physical Plant and Materials Handling requests for the Dean’s office and school when required.
• Troubleshoots and maintains office equipment in the Dean’s office and Instructor Centre; contacts service companies when necessary.
• Provides back up coverage to the Dean’s Assistant as required.

• Provides support to the OM by compiling reports and checking financial information related to scheduled budget reviews and submissions, and fiscal year-end results reports.
• Follows-up and remediates financial transactions identified by managers and program heads, reviews policies and procedures, and ensures accuracy and completion.
• Analyzes financial commitment reports, evaluates discrepancies and collects and distributes financial information and reports within the department.
• Gathers information pertinent to the adjustments and reconciliation for budget cross-charges across the school and institute, analyzes year-end commitments and evaluates discrepancies.
• Handles approver maintenance and access for the part-time studies (PTS) contracts, staff hiring system and PTS online grades for the school.
• Initiates and follows-up on hiring documents for all employee groups within the school on an as required basis.
• Creates, updates, and maintains the school’s position control database.
• Compiles and records electronic information related to capital equipment and minor capital renovations and works with the OM to process and relay information.
• Invigilates student exams in the Dean’s office; ensures established processes are followed. Collects and logs instructor surveys for full-time instructors throughout the academic term; maintains document inventory, and works with Institutional Research and Analysis department as required.
• Creates and maintains purchasing, acquisitions and invoicing information in electronic format as directed by the OM.
• Maintains electronic records related to curriculum development and other department and school-wide initiatives.
• Undertakes special projects as assigned by the OM and Dean.
• Participates in Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOlPOP).
• Undertakes tlie duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval sys em 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.
• This position is responsible to act as the fire warden for the area.
• Undertakes related duties as assigned, consistent with the job grade of this position.

• Grade 12 plus completion of one year post-secondary education in business administration including courses in word processing, spreadsheets, accounting, and business communications.

• Two years general experience plus two years relevant experience in a position of similar responsibility

• Demonstrated proficiency using MS Office products including Word, Excel, PowerPoint and Outlook at the intermediate level.
• Experience creating and using Excel spreadsheets, statistical and analytical tools, and the ability to translate a variety of data into meaningful information

• Proven ability to work well as part of a team and exercise independent judgment and initiative
• Demonstrated skills in oral and written communications, and working with staff and clients in a professional manner
• Ability to handle confidential and sensitive matters with tact and discretion

• Proven ability to problem-solve, meet deadlines and handle changing priorities
• Ability to take and transcribe meeting minutes
• Keyboarding at 60 wpm.
• Excellent planning, organizational and follow-up skills

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
• Defined benefit pension plan with employer contributions
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

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