BCIT’s School of Energy is seeking a temporary, full time (1.0 FTE) Administrative Assistant to the Associate Dean. This position provides a wide range of administrative support to the Associate Dean’s office, including ensuring the smooth and efficient operations, answering enquiries, maintaining calendars, composing a variety of correspondence, gathering information and documentation for analysis and reporting, processing incoming and outgoing mail, maintaining filing systems, preparing and taking minutes at a variety of meetings, and assisting Program/Department Heads and faculty with miscellaneous administrative duties.
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:
- Acts as first point of contact for all clients of the department, including current and potential students, employers, advisory committee members and members of several internal BCIT service departments. Evaluates and assesses urgency and level of concern, coordinating or expediting matters as appropriate.
- Maintains awareness of Department, Associate Dean’s and/or Program/Department Head’s goals and objectives to understand urgency, to prioritize and to flag items requiring attention.
- Creates documents, spreadsheets, graphics, tables and reports. This includes, on own initiative, composing, signing and distributing correspondence related to delegated administrative matters.
- Supports the Associate Dean to gather information, sort and file documentation and prepare draft materials.
- Sorts and distributes incoming mail. Screens and routes correspondence, acting on matters arising from correspondence and composing replies for Associate Dean and/or Program/Department Head’s review and signature.
- Coordinates schedules and attends meetings, both internal and external. Takes, transcribes and circulates meeting minutes; follows up on action items and matters arising as appropriate.
- Provides administrative support for Program Advisory, Marks Review, and other meetings chaired or hosted by the Associate Dean or Program/Department Head(s), including scheduling, preparing and distributing invitations, agendas and related resource materials, handling room bookings and catering, and recording and sending meeting minutes.
- Acts as the department’s resource to support department related committee activities and meetings by gathering documentation and recording, providing and submitting information related to the administration of these activities/meetings.
- Organizes special meetings and events within or for the department. Establishes suitable venues, orders refreshments, drafts invitation lists, prepares and organizes meeting materials, arranges for parking and/or travel arrangements.
- Manages the Associate Dean’s calendar by scheduling meetings, booking appointments and supplying pertinent meeting documentation as appropriate.
- Makes travel arrangements. Books transportation, reservations and accommodations and prepares travel itineraries in accordance with BCIT’s policies.
- Supports the Associate Deans in submitting various financial forms including, invoices, requisitions, purchase orders, and cross-charges; Reviews and reconciles related financial information and checks for accuracy before submitting for approval/processing.
- Maintains and updates systems, procedures and information relative to the department’s financial reporting requirements, including cross-charges, purchase card expense claims, and timesheets.
- Sets up and maintains filing systems, (including confidential personnel files), as required
- Monitors and maintains attendance records including usage, yearly sick leave and/or vacation entitlement carryovers or payouts for all departmental personnel. Calculates sick leave and/or vacation entitlements including temporary faculty. Ensures annual Attendance Confirmation Reports are signed and filed.
- Supports performance appraisal and probationary review processes by establishing suitable timelines, drafting appropriate correspondence for the Associate Dean’s signature, distributing and collating materials, arranging meetings, and taking follow-up action as needed.
- Identifies and creates administrative procedures for the effective administrative operation of the department.
- Performs duties related to term start-up, including student and Faculty orientation, collecting timetables and course outlines, office allocation, key distribution, setting up voicemail, and related administrative requirements.
- Maintains up-to-date program information and ensures its distribution to other functional areas within BCIT.
- Ensures student documents (i.e., course credit applications, withdrawals, marks/mark change forms, exemptions, etc.) are forwarded to appropriate departmental personnel, and that a departmental file is maintained as appropriate.
- Organize departmental marks meetings while coordinating with Dean’s office.
- Supports the hiring and onboarding process by submitting hire requests to HR, supporting the department employees’ onboarding activities and submitting resource and activation requests. Actions related employee set-up and onboarding activities to help facilitate a seamless start-up for department employees.
- Helps to coordinate selection processes by arranging and scheduling interviews and communicating time and locations to interviewees and committee members. Reserves and prepares rooms for interviews.
- Orders and maintains office supplies, ensures office equipment is serviced and maintains routine upkeep.
- Prepares and edits annual course calendar submissions from information provided by Program/Department Head(s) and/or Program Coordinators
- Assists the Dean’s office for overload requirements, awards ceremonies, etc. as required.
- Assists coworkers during absences and/or during peak periods as required.
- Participates in Records Custodian training and remains current with current 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 as appropriate , indicating the classification to which files belong; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.
- Undertakes related duties as assigned, consistent with the job grade for this position.
Qualifications
QUALIFICATIONS:
Definition: The qualifications section for this job 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:
Definition: The qualifications section for this job 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:
- Completion of Grade 12, plus completion of two year of post-secondary education in Business Administration or equivalent.
Experience:
- Two years of general experience plus two years of current and relevant experience in a similar position.
Software/Computer Application(s) and Expertise:
- Formal training and proficiency using Microsoft Office applications such as Word, Excel, PowerPoint and Outlook.
- Willingness to learn and utilize new technology, including information systems.
Communication/Interpersonal Skills:
- Excellent oral and written communication, interpersonal, organizational, planning, coordination and follow-up skills.
- Ability to maintain strict confidentiality and to deal with situations with tact and discretion.
- Demonstrated ability to work both independently and as a team player.
Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):
- Must have previous experience taking and transcribing minutes.
- Strong problem-solving, critical thinking and conceptual skills.
- Proven ability to establish priorities, work to deadlines and make responsible decisions while maintaining high levels of customer service.
- Strong keyboarding skills to be able to transcribe accurate meeting minutes, draft documents and correspondence.
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
- Professional Development funds and resources
- 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 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.
Position Details
Posting Category
Administration
Department 2
SoE Industrial Mechanical
Campus Location
Burnaby campus
Bargaining Unit
BCGEU Support Staff
Job Status
Auxiliary in Temporary Appointment (BCGEU SS Only)
Full-Time/Part-Time
Full-Time
Number of Vacancies
1
Anticipated Start Date
09/29/2025
Anticipated End Date
10/02/2026
Competition Information
Competition Number
25B595
Competition Open Date
08/23/2025
Competition Close Date
09/01/2025
Open Until Filled?
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