Assistant to the Associate Deans

British Columbia Institute of Technology; Burnaby; Hybrid; CAD 59,000 - 64,000; Full time

Benefits offered by this job

Competitive pay

Vacation time

Extended health and dental plan

Professional development opportunities

Job summary

BCIT’s School of Computing and Academic Studies is seeking a regular, full-time Assistant to the Associate Deans to support two ADs in day-to-day operations, including coordinating projects, data collection, analysis, and confidential matters. The role drafts communications and materials for internal and external stakeholders and helps manage calendars, travel, and financial transactions.

The successful candidate will have strong communication skills, excellent Microsoft Office proficiency, and

Qualifications

• Two years’ general experience in a similar role, preferably in an educational environment.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and oral communication; strong confidentiality and discretion.
• Ability to work independently and in a team; strong organizational skills.

Responsibilities

• Coordinate projects and reports; manage data collection and analysis.
• Schedule meetings, manage calendars, travel, and reimbursements.
• Prepare minutes and communications for the Associate Deans.
• Maintain records, confidential information, and support financial transactions.

Skills

Communication skills

Minutes taking

Teamwork

Confidentiality

Education

Grade 12 plus one year post-secondary in business/office administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

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 Computing and Academic Studies is seeking a regular, full-time (1.0 FTE ) Assistant to the Associate Deans. This role supports two Associate Deans to achieve results and manage workflow. The incumbent is responsible for the efficient day-to-day operations of a fast-paced environment including coordinating projects and reports, data collection, analysis and recommendations, confidential and time-sensitive program and student-related concerns, and management of high priority initiatives and sensitive matters. The incumbent drafts various communications and materials for the Associate Deans (ADs) that supports communicating with various internal and external stakeholders, including ministry representatives. The incumbent provides administrative support to the Associate Deans including scheduling meetings and management of calendars, travel, records management, and processing a variety of financial and operational transactions.

Duties & Responsibilities

DUTIES AND RESPONSIBILITIES :

Projects, Communication and Stakeholder Relationships:

• Collects, analyses and evaluates data from various internal and external sources and institute systems; compiles into information to be used for reporting, issue resolution, presentations, program and process improvement initiatives.
• Takes a leadership role in special departmental projects as assigned by the ADs.
• Develops communication, reports and presentations used by the ADs with key stakeholders including certifying bodies, the institute’s senior leadership team and government; ensuring that the vision, values and standards of the school and institute are represented.
• Communicates with contacts and other stakeholders at various levels within government agencies to gather, provide, and exchange a variety of data and other pertinent program information.
• Develops knowledge of internal and external stakeholders, key priorities and environmental factors impacting the associate dean’s portfolios.
• Anticipates, understands, and respond to the needs of internal and external stakeholders to meet or exceed their expectations within the organizational parameters.
• Assesses situations to determine their importance, urgency and associated risks, and makes clear decisions which are timely and in the best interests of the organization.
• Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Assess problem situations and attempt to identify causes, gather and process relevant information and generate possible solutions/recommendations prior to escalating to AD for review and resolution.
• Establishes and maintain positive working relationships with others both internally and externally to achieve goals.
• Ensures data requests from both external and internal departments directed to the ADs’ offices are completed on-schedule; follows up on outstanding deliverables.

Administrative Responsibilities:

• Sets priorities, develops a work schedule, monitors progress towards goals, and tracks details/data/information/activities with a focus on the ADs’ workload and upcoming deliverables.
• Acts on behalf of the ADs concerning emergency situations with students.
• Creates and maintains documents, databases, tables and a variety of correspondence, composes, signs and distributes correspondence related to administrative matters.
• Deals with a variety of confidential information in a tactful and professional manner including student, human resources and labour relations issues and ensures proper policy and protocol has been followed prior to the ADs’ involvement.
• Manages and coordinates both associate dean’s schedules by booking appointments with Program Heads/Faculty, institute management and staff, and external stakeholders, maintains and organizes calendars effectively, and ensures background information and supporting documents are brought forward to the ADs in a timely manner.
• Schedules, prepares and distributes committee and other meeting documents, attends and takes minutes at a variety of committees chaired by the ADs.
• Provides administrative support for meetings and events on and off campus including room reservations, creates and sends invitations, ensures a quorum, arranges catering, parking and AV equipment, sets up virtual communication as required.
• Screens and/or re-routes correspondence and composes replies for the ADs’ signatures; routinely edits and proof read’s all internal and external correspondence, documents, plans, reports and articles for both departments.
• Coordinates and/or initiates all necessary signatures required for documents such as purchase requisitions, cross charges, travel and expenses, library acquisitions, memberships, facilities and maintenance requests, and vacation payouts.
• Coordinates travel arrangements and conference registrations, payments, airline bookings, hotel reservations, car rentals and processes travel expenses.
• Prepares monthly commercial purchase card (Visa) reconciliations for the ADs and other card holders in the portfolios; responsible for various acquisitions using the department purchase card.
• Coordinates faculty and support staff performance reviews and ensures supporting documentation is available three days prior to the review.
• Collects all yearly faculty, assistant instructor, technical staff, and support staff vacation requests for the ADs’ approval and ensures they are signed off by the employee and AD prior to submission to Finance.
• Reviews Requests to Use Non-Employee Services ( RTUNES ) for various program areas, processes and tracks invoicing.
• Assigns organizational, account codes, and PCN numbers for financial documents to be processed.
• Ensures timesheets and invoices reach Finance in a timely manner.
• Requests and collects summer and winter break duty rosters.
• Prepares and submits invoice requests for services rendered to external organizations.
• Undertakes administrative duties for the ADs’ offices, such as photocopying, faxing, scanning, ordering and distribution of office supplies.

Records Management:

• Maintains both the electronic and paper-based departmental filing systems.
• 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, 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.

Other Duties:

• Submits phone and key requests, arranges for staff IDs, email and other computer access for new and existing staff; coordinates staff relocation and office assignments as required.
• Organizes and assists with school events and institute special events.
• Undertakes other duties as assigned, consistent with the job grade of this position.

Qualifications

QUALIFICATIONS :

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 of post-secondary training focused on courses/seminars in business and/or office administration.

Experience:

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

Software/Computer Application(s) and Expertise:

• Excellent computer literacy with proven proficiency in Microsoft Office including, Word, Excel, PowerPoint and Outlook at an intermediate level.

Communication/Interpersonal Skills:

• Effective written and oral communications.
• Excellent interpersonal skills with strong ability to deal with situations with tact and discretion, handle sensitive information, and maintain a high degree of confidentiality.
• Demonstrated ability to be flexible, and work both independently and within a team environment.
• Proven ability to take minutes.
• Proven design and development experience in preparing presentations for a variety of audiences.
• Accurate keyboarding skills of 60 wpm.

Other Skills:

• Excellent critical thinking skills with proven ability to use initiative to improve work processes, anticipate needs, and apply exceptional organizational and problem solving skills.
• Demonstrated ability to establish priorities, coordinate multiple projects and details concurrently, work to deadlines, and make responsible decisions while maintaining a high level of customer service.
• Must be detail oriented, self-motivated and self-directed.
• Demonstrated business acumen and professional manner.

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
• 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

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).

Salary Range

Salary Range Salary Grade 7: $59,214 - $64,490 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

• * 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