Office Assistant to Dean's Office

Position Summary

BCIT’s School of Business is seeking a temporary, full-time (1.0 FTE) Office Assistant. This position provides reception, administrative and event planning support to the Dean’s office and assists the Operations Manager (OM) with the school’s financial, human resources, capital assets and facilities operations. Duties & Responsibilities DUTIES AND RESPONSIBILITIES:

Dean’s Office Administrative Support

• 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.

Operations Manager Support

• 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.

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:

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

Experience:

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

Software/Computer Application(s) and Expertise:

• 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

Communication/Interpersonal Skills:

• 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

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

• 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

Additional Information Benefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• 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
• Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits, click here!

BCIT is committed to equity, diversity, and inclusion and to promoting opportunities in hiring individuals who have been historically underrepresented in our workforce, BCIT, and the larger community. We strongly encourage Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+ to apply. While all qualified candidates are encouraged to apply, Canadian citizens and permanent residents will be given priority.

Accessibility is an integral part of BCIT’s commitment to equity and inclusion. If you require an accommodation for any part of the application or hiring process, please Contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and learn more about how we hire.


The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).