Administrative Assistant to the Associate Dean

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

Benefits offered by this job

Competitive pay

15 days vacation prorated

Health and dental plan

Pension plan

Hybrid work arrangements

Learning courses access

Wellness programs

Gym access

Job summary

British Columbia Institute of Technology in Burnaby is seeking an Administrative Assistant to the Associate Dean in the School of Transportation. This full-time role provides essential administrative and clerical support to the Associate Dean, coordinating day-to-day office activities and liaising with internal and external stakeholders.

The successful candidate will manage schedules, prepare documents, and assist with committee meetings, training plans, and records.

Qualifications

• Grade 12, plus a minimum of one year post-secondary training; diploma/certificate preferred.
• Two years general office experience; up to one year in an educational setting.
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook); Banner and Cognos a plus.

Responsibilities

• Manages the Associate Dean’s schedule, coordinates meetings and maintains calendar; screens inquiries and calls.
• Creates documents; prepares training plan spreadsheets and other confidential reports; assists with PowerPoint presentations.
• Liaises with industry representatives and supports program advisory activities, including minutes and follow-up actions.
• Maintains attendance records, travel arrangements, and related administrative duties while ensuring confidentiality.
• Coordinates and supports staff communications with internal units and external organizations.

Skills

Organization

Communication

Discretion

Multi-tasking

Education

Grade 12 + post-secondary diploma/certificate

Tools

Banner

Cognos

Job description

Administrative Assistant to the Associate Dean

Position Title Administrative Assistant to the Associate Dean

Who We Are

At BCIT , people are at the heart of everything we do. Guided by our People Plan , Caring for Our People. Strengthening BCIT Together., we are committed to creating an environment where employees can thrive, grow, and feel a genuine sense of belonging. We foster healthy and supportive workplaces, invest in learning and development, strengthen connections across our community, and empower innovation and transformation. With a competitive compensation package, work-life balance, and opportunities for professional growth, BCIT offers a workplace where your contributions matter and your career can flourish. It’s one reason we’ve been recognized as one of BC’s Top Employers for more than a decade.

Position Summary

BCIT’s School of Transportation is seeking a regular, full-time (1.0 FTE ) Administrative Assistant to the Associate Dean.The Administrative Assistant provides administrative and clerical support to the Associate Dean. Other responsibilities include organization and coordination of the day-to-day activities of the office, various committees, dealing with internal and external clients, and maintaining Training Plans and Vocational Inventory data.

DUTIES AND RESPONSIBILITIES

• Manages the Associate Dean’s schedule, coordinates meetings and maintains calendar, and screens enquiries and phone calls.
• Creates documents; initiates training plan spreadsheets, tables, processes confidential documents and reports, and other correspondence. Will also assist with development of PowerPoint presentations.
• Acts as a liaison with industry representatives.
• Provides administrative support for the division’s Program Advisory Committee meetings. This would include preparing and distributing agenda and correspondence, attend meetings, recording of minutes, taking appropriate follow-up action and coordinating facilities and catering as appropriate.
• Provides some administrative support to the Chief Instructors.
• Coordinates and/or initiates Personnel Requisitions and related documents.
• Maintains Instructors’ & Support Staff attendance records on Banner, as well as reports STIIP leaves to Human Resources. Tracks yearly sick/vacation entitlements and carry-overs for BCGEU Instructors.
• Provides preliminary assessment and research of staff and students for the Associate Dean.
• Acts on behalf of the Associate Dean concerning emergency situations with staff and students in his/her absence.
• Acts as the Telecommunication Leader: monitors staff changes, initiates work orders for telephone and voicemail needs, including training staff on the voicemail system in use.
• Maintains the departmental filing system and confidential student records.
• Responsible for summer and Christmas Duty Rosters for the department.
• Researches costs and makes travel arrangements for the Associate Dean and staff, when required.
• Responsible for Petty Cash transactions.
• Undertakes all clerical duties, as required.
• Organizes and/or assists in the coordination of special events pertaining to the division.
• Undertakes related duties as assigned, consistent with the job grade of this position.
• Acts as the liaison with the Associate Dean’s office, all Student Services, Registrar’s Office including Course File, Admissions, Student Records, Program Advising, Financial Aid and Awards, Library, Medical Services, Counseling, Student Information and Enrolment Services and others.
• Maintains Associate Dean’s schedule, coordinates meetings and updates calendar, screens enquiries and phone calls.
• Initiates, maintains and facilitates effective communication between internal and external clientele, agencies, individuals and educational institutions, etc.
• Creates documents, spreadsheets, tables, power point presentations, etc.; composes, signs, and distributes correspondence related to delegated administrative matters.
• Prepares confidential correspondence and other confidential items relating to performance appraisals and personnel matters.
• Working with the Associate Dean, finalizes training plans for upload to the VI
• Performs program updates as required
• Organizes Program Advisory Steering Committee, and other meetings as required, including agenda preparation, recording and distributing of minutes, room booking, catering, parking and taking appropriate follow-up action.
• Organizes all travel arrangements for Associate Dean
• Coordinates all processes and signatures for travel forms, expense forms, cross charges and library acquisition forms.
• Calculates, tracks, and records staff attendance, including sick leave and vacation, in accordance with collective agreements, and School and Institute policies and procedures; produces attendance reports as requested and or required and in accordance with policies and procedures.
• In a timely manner, reports short term illness and injury deductions and sick leaves to the appropriate personnel; as required, initiates the transfer of replacement employees to Institute sick leave account.
• Facilitates vacation payout request following in accordance with collective agreement, and School and Institute policies and procedures.
• Reconciles VISA expense statements for the Associate Dean and Chief Instructors
• Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP .)
• Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database ( DRDB ,) or appropriate alternative; procuring file folder labels through the DRDB or appropriate, indication the classification to which files belong; filing incoming documents in to the records management system to support the business process, and assists staff members with proper security levels to identify and retrieve active records when required.

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 a minimum of one year post-secondary training; preferably completion of a diploma of technology or certificate in business, engineering or science.

Experience

• Requires two years general office experience plus up to one year practical current experience in a similar position preferably in an educational environment.

Software/Computer Application(s) and Expertise

• Advanced knowledge of Microsoft Office including, Word, Excel, PowerPoint and Outlook
• Knowledge of Banner and Cognos, an asset

Communication/Interpersonal Skills

• Effective written and oral communications skills
• Must be able to deal with situations with tact and discretion
• Ability to be flexible, work well with others as well as independently
• Ability to take minutes
• Accurate keyboard skills of 50 wpm
• Proven ability to work to deadlines, applying exceptional organization and problem solving skills
• Ability to prioritize and maintain confidentiality

Other Skills/Abilities

• Knowledge of technology and degree training and familiarity with collective agreements and BCIT policies is 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.

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.

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.

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