Office Assistant

British Columbia Institute of Technology; Burnaby; On-site; CAD 54,000 - 58,000; Full time

Benefits offered by this job

Competitive pay

Vacation time (15+ days prorated)

Extended health & dental

Pension plan

Professional development benefits

Wellness programs

Free access to BCIT facilities

Job summary

British Columbia Institute of Technology (BCIT) seeks a temporary, full-time Office Assistant to support the Student Life Office. You will handle front desk duties, assist with recruitment and onboarding, and coordinate events and communications.

The role requires strong MS Office skills, student information systems experience, and excellent interpersonal abilities. BCIT emphasizes equity, learning, and supportive work culture for a temporary 1.0 FTE position.

Qualifications

• Grade 12 and relevant post secondary office administrator training.
• Two years general experience with a minimum of six months practical experience in office administration within a post-secondary setting.
• Proficiency in MS Office (Word/Excel) and ability to manage email and internet navigation.
• Experience with student information systems (Banner/Advocate) and basic design tools (Canva/Creative Cloud).
• Excellent interpersonal, oral and written communication, with ability to handle confidential information.

Responsibilities

• Provide front desk and reception coverage for the Student Life Office.
• Respond to inquiries in person, by email, and by phone.
• Assist with recruitment, onboarding and scheduling of student employees.
• Coordinate department scheduling, meetings, and events and prepare related documents.
• Maintain confidentiality and liaise with campus services and IT for issues.

Skills

Customer service

Communication

Teamwork

Attention to detail

Discretion

Time management

Education

Grade 12 / office admin training

Tools

MS Office

Word

Excel

Email management

Student information systems

Banner

Advocate (Simplicity)

Canva

Creative Cloud

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 Student Life Office is seeking a temporary, full-time (1.0 FTE ) Office Assistant. This position serves as the initial contact for the Student Life Office (“ SLO ”) and is responsible for ensuring smooth day-to-day operation of the department. This position provides administrative support to the SLO and staff. These functions include general office duties, front desk and reception, student assistance, and special projects and events.

Duties & Responsibilities

• Provides coverage of the SLO front desk and reception.
• Monitors, coordinates and responds to inquiries, including in-person, by e-mail, and by telephone.
• Provides information to students, including those in distress, as well as to staff and faculty.
• Assess urgent student situations to determine level of referral and escalation.
• Refer students and staff to appropriate internal or on-campus resources or services, as appropriate.
• Maintains confidentiality when handling sensitive student information, including abiding by BCIT’s relevant policies.
• Maintains liaison with other campus services and specialty campuses, staying current on campus services and student needs.
• Assists with the administration of the recruitment, onboarding and scheduling of student employees (Student Life Ambassadors).
• Assists with coordinating financial information, including reconciling department purchase tracking.
• Creates and implements administrative processes and procedures which enhance services for students, advance inclusivity, and generate efficiency.
• Organizes and schedules meetings and events for the department.
• Prepares agendas, minutes, memos, letters, spreadsheets, reports, and other documents as required.
• Creates and update tools and resources to communicate effectively about department events, activities, initiatives, and services.
• Schedules appointments for the department, including booking rooms.
• Handles distribution of incoming and outgoing mail.
• Aids with remedying digital, facility, and telecommunication challenges, including liaising with FCD , IT or other relevant on-campus departments.
• Orders supplies and maintains department storeroom, including maintaining stock and inventory.
• Tracks and manages information as required, including; tracking workshops, incoming inquiries and walk-in traffic.
• Supports planning, operations, and logistics for Student Life Office programs and events, including Orientation.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP ).
• Undertakes related duties as assigned, consistent with the job grade for this position.

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 and relevant post secondary office administrator training.

Experience

• Two years general experience with a minimum of six months practical experience in office administration within a post-secondary setting. Experience in a student-facing role required.

Software/Computer Application(s) and Expertise

• MS Office, with Word and Excel at the intermediate to advanced level.
• Ability to navigate the internet and use email efficiently.
• Experience using student record and information systems and databases; preference for experience with Banner and Advocate (Simplicity).
• Experience with design software and tools, such as Canva and Creative Cloud.

Communication/Interpersonal Skills

• Excellent interpersonal, oral and written communication skills.
• Demonstrated ability to work both independently and effectively as a team member.
• Proven student and customer service skills.
• Ability to handle confidential/sensitive student information with discretion.
• Excellent attention to detail, organizational skills, and follow-up skills.
• Excellent knowledge of standard office practices, methods and equipment.

Other Skills/Abilities

• Strong problem-solving skills.
• Demonstrated ability to organize and prioritize work and meet deadlines in an environment of changing priorities.

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
• 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

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 Grade 5: $53,641 - $57,817 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.