Administrative Assistant

British Columbia Institute of Technology; Burnaby; Hybrid; CAD 63,000 - 68,000; Full time

Benefits offered by this job

Competitive pay

Flexible hybrid work arrangements

Pension plan

Job summary

BCIT’s School of Transportation is hiring a regular, full-time Administrative Assistant to support the Dean and management team. The role includes calendar management, meeting coordination, document preparation, and participation in school-wide projects.

Reporting to the Dean, this position requires strong MS Office skills, minute-taking ability, confidentiality, and excellent communication. Flexible hybrid work arrangements are available, and a competitive compensation package is offered.

Qualifications

• Grade 12 plus completion of specialized training programs of up to two year’s duration in business administration or a diploma of technology.
• Two years general office experience plus four years experience in a senior administrative assistant position.
• Formal training and proficiency using MS Office products.
• Excellent interpersonal, organizational planning, coordination and follow-up skills.

Responsibilities

• Maintains the Dean’s calendar and arranges department meetings and other group meetings.
• Prepares meeting agendas and backup materials, takes notes, and distributes materials.
• Supports the Dean by preparing documents, presentation materials and reports for meetings and committees.
• Coordinates travel arrangements and manages bookings for meetings and events.
• Maintains attendance records and supports HR on leaves and records management.

Skills

MS Office

Minutes taking

Communication

Organization

Confidentiality

Education

Diploma/Tech in business administration

Tools

MS Office

Job description

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.

Position Summary

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.

Duties & Responsibilities

• 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.

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 specialized training programs of up to two year’s duration in business administration. For example, a two year program from a community college, or a diploma of technology.

Experience:

• Two years general office experience plus four years experience in a senior administrative assistant position.

Software/Computer Application(s) and Expertise:

• Formal training and proficiency using MS Office products.

Communication/Interpersonal Skills:

• Excellent interpersonal, organizational planning, coordination and follow-up skills. Excellent written and oral communication skills.
• Proven ability to establish priorities, work to deadlines and make responsible decisions while maintaining attention to detail.
• Must have previous experience taking and transcribing minutes. Accurate word processing skills of 50 wpm.

Other Skills/Abilities:

• Demonstrated ability to work independently and as a participating team member.
• Ability to maintain a high level of confidentiality.
• Supervisory experience an asset.

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
• Flexible hybrid work arrangements available
• 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 the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should 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 see 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).

Salary Range

Salary Range Salary Grade 8: $62,669 - $68,082

Additional Salary Information

External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained? Successful candidates may be required to submit official transcript(s) from the granting institution for verification.
• GED
• High School Diploma
• Certificate
• Diploma
• Associates Degree
• Bachelors Degree
• Masters Degree
• PHD
• * How many years of experience do you have in this type of position?
• 0-1
• 1-2
• 3-5
• 6-9
• 10+
• * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
• I am a current BCIT employee, this is not applicable to my situation.
• I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
• I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
• * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
• I currently reside in the Lower Mainland
• I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate
• I do not currently reside in the Lower Mainland and I am unwilling to relocate