British Columbia Institute of Technology (BCIT) Hiring for Program Assistant at Burnaby, BC Full Time

BCIT’s Architectural and Building Engineering Technology Department is currently seeking a temporary part-time Program Assistant. The Administrative Assistant duties include coordinating and representing the school at student recruitment activities, event and marketing planning, print material distribution, and industry relations. This position organizes and attends a variety of meetings, provides reception for the school’s administration team, customer service to students, staff and external clients, and performs tasks that include coordinating and responding to client communications received by phone, e-mail, regular mail, and fax.

Duties & Responsibilities

Duties & Responsibilities:
Provides administrative support to the Associate Dean, including schedule and calendar management and ensuring efficient day to day operations in the Dean’s Office.

Arranges and attends meetings, answers telephone and e-mail inquiries, researches and books travel and accommodations, and prepares correspondence and reports.

Liaises with a wide variety of internal and external departments or agencies. Effectively guides and informs staff and students about operational and institute services as appropriate, including policies and procedures, such as where to access information and how to complete Institute forms.

Provides administrative support for department program advisory committee (PAC) meetings; prepares and distributes meeting agenda and correspondence, attends meetings, records minutes, takes appropriate follow-up action, and arranges facilities and catering as needed.

Executes direct mail campaigns, including creating and updating the contact database, maintaining a list of campaign results, and initiating follow up contact with potential students and industry partners.

Coordinates the school’s participation at trade shows, education/career fairs, and BCIT initiatives such as special media events, Open House, and Big Info Sessions. This includes duties such as writing and distributing correspondence, maintaining RSVP lists, catering requirements, room bookings, delivering and setting up booths and marketing materials, and liasing with students, external contacts, and various BCIT departments. This position represents the school at these events either independently, or as a team member.

Organizes and/or assists in the coordination of school events, such as annual staff events, institute fundraising initiatives and school tours for staff and visitors.

Coordinates school marketing and promotional materials, including tracking inventory, arranging re-orders and mail or inter-office distribution.

Prepares and processes work requests for facilities issues within the office.

Provides backfill for the operations administrator, as needed, to assign and schedule maintenance work requests.

Provides backfill for the welding office assistant’s vacation and occasional sick leaves; may be required to backfill other administrative support staff throughout the school when required.

Assists the operations manager and associate deans with administrative workload including creating spreadsheets, data entry, typing and filing.

Receives and redirects staff, students and external visitors in a professional manner.

Receives and transfers all phone calls and requests received at the reception desk in a timely manner; ensures appropriate follow-up as required.

Undertakes various support duties including photocopying, sending faxes, preparing nametags, typing agendas, print requests, ordering and distributing materials, and delivering/retrieving materials and other items as required.

Sorts and distributes departmental mail.

Maintains upkeep of the reception area and inventory control of the resource room.

Troubleshoots/maintains photocopiers, printers, shredders and other office equipment.

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 of this position.

Qualifications

Qualifications:
Grade 12 plus one year post-secondary courses in business administration/management and/or marketing and public relations.

Two years of general experience, plus one year of directly related experience in an administrative position of similar responsibility, preferably in an educational environment.

Familiarity and proficiency with Banner, Microsoft Office Products (Word, Excel, Access and PowerPoint)

Inventory control/equipment maintenance software experience, such FM Works, considered an asset.

Proven ability to present a professional demeanour at all times during interactions with staff, clients and external contacts

Demonstrated initiative, initiative, and independence

Must have excellent coordination, interpersonal, organizational, time management, and written and oral communication skills

Proven ability to accommodate change, with strong problem solving, critical thinking, conceptual and conflict resolutions skills

Must be able to work with information in a confidential manner.

Accurate keyboarding skills with a minimum of 50 wpm

Must be detail oriented with a high level of accuracy

Strong organizational skills with proven ability to establish priorities, work under pressure and meet tight deadlines

Ability to troubleshoot, and make responsible decisions independently and as a team member.

Familiarity with technology and trade program structure a definite asset.

Must possess a strong customer service orientation and a commitment to high standards of quality

Able to lift up to 50 lbs

Must be available to work extended hours as required

Valid BC Driver’s License and reliable vehicle required.

Additional Information

BENEFITS OF WORKING AT BCIT:
Being a part of BC’s Top 100 Employers, and a member of the CCDI.

A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.

Access to Professional Development Funds and opportunities for career development.

Increase your knowledge with Tuition waivers for BCIT courses.

Enjoy discounted access to our fitness facilities (including classes like Yoga and Zumba).

Additional Wellness and Employee Assistance programs.

Salary Range Salary grade 6- $49,090 – $53,170

Additional Salary Information

External hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.

Posting Category Administration

School/Service Area SOCE Building and Design -Tech

Campus Location Burnaby campus

Bargaining Unit BCGEU Support Staff

Job Status Temporary

Full-Time/Part-Time Part-Time

Number of Vacancies 1

Anticipated Start Date 08/16/2021

Anticipated End Date 06/24/2022

Competition Number 21B715

Competition Open Date 07/31/2021

Competition Close Date

Open Until Filled? Yes

Quicklink for Posting http://careers.bcit.ca/postings/4460