Administrative Assistant

British Columbia Institute of Technology; Burnaby; On-site; CAD 56,000 - 61,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide essential support within their School of Construction and the Environment. This role emphasizes collaboration and effective communication, ensuring smooth operations in delivering industry services training projects. With a competitive compensation package and a focus on work-life balance, this position offers a unique opportunity to contribute to a supportive and innovative educational environment. Join a team that values creativity and professional growth while making a tangible impact in the community.

Benefits

Competitive pay

Fifteen days of vacation

Employer-paid extended health and dental plan

Defined benefit pension plan

Flexible hybrid work arrangements

Access to BCIT Flexible Learning courses

Wellness and Employee Assistance programs

Complimentary fitness centre membership

Qualifications

• Minimum Grade 12 plus one year of post-secondary education.
• Two years of experience in a similar position, preferably in education.

Responsibilities

• Provides administrative support to the Industry Services Manager.
• Coordinates projects and maintains processes for tracking deliverables.
• Conducts communications and registration processes for students.

Skills

Interpersonal Skills

Written Communication

Oral Communication

Organizational Skills

Problem Solving

Customer Service

Education

Grade 12

Post-secondary education in Business Administration

Tools

MS Office (Word, Access, Excel, PowerPoint)

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 Construction and the Environment is seeking a temporary, full-time (1.0 FTE ) Administrative Assistant. This position provides administrative support to the Industry Services Manager in the marketing, designing, developing, delivering and evaluating of Industry Services training projects, courses and programs.

Duties & Responsibilities

DUTIES AND RESPONSIBILITIES :

• Provides day to day administrative support to manager.
• Provides customer service support and project support related to scheduling, financial administration, development, distribution and delivery of custom materials for training.
• Works collaboratively as part of the Industry Services team and attends team meetings and other working group meetings.
• Establishes and maintains processes for tracking projects, deliverables, finances (including expense details), and instructor contracts.
• Coordinates short term instructor contracts.
• Conducts registration and records processes for Industry Service students.
• Coordinates records management, copyright, and privacy protection processes for Industry Services.
• Conducts follow-up communications with clients regarding industry services contracts to confirm arrival and completeness of materials, instructor arrival and course delivered as scheduled.
• Uses judgment, in consultation with other members of the team, to deal with issues in absence of manager.
• Coordinates projects as assigned by the Manager.
• Maintains up to date comprehensive knowledge of BCIT programs, policies and procedures.
• Receives electronic, phone and/or in-person inquiries and is able to deal with simple inquiries independently
• Conducts research as assigned by the Manager.
• Disseminates professional and customer service information to prospective students and clients on the department, projects and programs.
• Compiles data and completes templates as assigned by the Manager.
• Undertakes related duties as assigned, consistent with the job grade of this position.

Qualifications

QUALIFICATIONS :

Definition:
The qualifications section for this position were 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 one year of post-secondary education in business administration.

Experience:

• Two years general experience plus up to two years’ current practical experience in a similar position, preferably in an educational environment.

Software/Computer Application(s) and Expertise:

• Proficiency with computing and internet applications, including all modules of MS Office (Word, Access, Excel, PowerPoint).

Communication/Interpersonal Skills:

• Excellent interpersonal, written and oral communication skills.
• Demonstrated ability to work independently and effectively as a team member.
• Excellent conceptual, organizational, problem solving, planning, coordination and follow up skills.
• Proven ability to meet changing priorities, work to deadlines and make responsible decisions while maintaining high levels of customer service.
• Must be self-motivated and self-directed with the ability to exercise sound judgment and deal with conflict, using tact and discretion. Accurate keyboarding skills of 60 – 80 wpm.

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
• 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 [e-mail] . Please note that all applications must be submitted via the careers page portal. Email applications will not be accepted.

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 6: $56,241 - $60,872 per annum.

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.

Posting Category

Posting Category Administration

Department 2

Department 2 Construction Administration

Campus Location

Campus Location Burnaby campus

Bargaining Unit

Bargaining Unit BCGEU Support Staff

Job Status

Job Status Auxiliary in Temporary Appointment (BCGEU SS Only)

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained?
  • 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