Duties & Responsibilities
DUTIES & RESPONSIBILITIES:
Performs administrative support and is responsible for the efficient management of the day to day operations of the Dean’s Office such as organizing and maintaining calendars; coordinating and preparing correspondence, documents and minutes; scheduling meetings, taking notes, making travel arrangements, and preparing catering requests. Coordinates APQA team’s administrative needs including liaising with IT, Facilities, and other departments as needed.
Receives and screens communications to the Dean and EDCO Offices including telephone calls and mail and provides assistance to determine priorities for response and review by the Dean and EDCO Chair. Facilitates communication through the respective areas, and responds to letters, email and general correspondence as appropriate.
Liaises with all levels of internal staff and with government agencies (i.e. Degree Quality Assessment Board). Provides assistance and advice on a wide range of issues within the scope of responsibility; coordinates the flow of information and documentation to and from these areas.
Monitors and communicates province-wide program postings on the Ministry’s Post-secondary Institution Proposal System (PSIPS) and coordinates BCIT activity on PSIPS.
Creates, maintains, and distributes various reports, correspondence, and documents required by the APQA and EDCO Offices, the Institute and other clients. On own initiative, composes, signs, and distributes correspondence related to delegated administrative matters, prepares and distributes materials for meetings and external site visits, and brings forward actionable issues as appropriate.
Acts as the regular point of contact, resource and recording secretary for EDCO and key EDCO committees and other Institute groups such as Stakeholder and Ops/Services Meetings, VPA/Associate Dean Forum, and School Quality Chairs. Liaises with EDCO Chair, Vice Chairs, Program Champions and other individuals pertinent to meeting requirements, and ensures EDCO bylaws are adhered to.
Assists EDCO Chair in preparing EDCO-related materials for submission to the Board of Governors and committees such as Audit & Finance and Governance.
Establishes and schedules committee meetings, and coordinates related activities that support the committees such as preparing, disseminating and bringing forward action items for the agenda and distributing meeting packages. Participates in meetings as required.
Maintains a central repository for all EDCO and APQA documentation. These include policies, procedures, by-laws and other governance-related documents, minutes, notices of intent, proposals, program reviews, suspensions/cancellations, new program business forecasts/plans, Ministry correspondence regarding proposals, etc. and ensures that historic documents are efficiently archived for easy access and retrieval.
Develops, maintains and monitors systems that track policy updates and revisions and ensures that the Dean and EDCO Chair are apprised of upcoming review dates.
Works with the Registrar’s Office and the Student Association to undertake yearly election process to fill EDCO constituency seats. Throughout the year, initiates processes to ensure that vacant seats are filled via bi-election process as necessary. Maintains records of EDCO member incumbents and monitors their terms of office.
Ensures that the EDCO Student stipend is calculated correctly and disbursed semi-annually.
Organizes and works with EDCO Chair and Dean to conduct yearly orientation session for new members of EDCO and EDCO committees.
Ensures that the BCIT community is kept apprised of EDCO activities and EDCO/BOG approval decisions.
Works with IT and the Policy Management Office to ensure that new and revised policies are uploaded in a timely manner. Ensures that the EDCO and APQA pages on the institute’s website are current and accurate.
Undertakes special projects and related duties as assigned by the Dean and consistent with the level of the position.
Provides administrative assistance and coverage to other areas within the working environment during peak and vacation periods as needed.
Qualifications
QUALIFICATIONS:
Successful completion of one year post secondary education in business management, computer systems technology, and business writing courses. Formal training and extensive experience using Microsoft Office software. Three to five years current relevant administrative experience in the post secondary or similar environment, or the equivalent combination of education, training and experience. Knowledge and experience with governance processes, ideally in a post-secondary setting.
Advanced proficiency in business software and applications, specifically Microsoft Word, Excel, PowerPoint and WordPress. Ability to troubleshoot latest technology.
Experience taking and transcribing minutes of meetings and proven writing, proof-reading and editing skills with a high level of accuracy and attention to detail.
Excellent verbal communication skills and the ability to establish and maintain effective working relationships with diverse audiences.
Ability to exercise sound judgment, tact, and discretion while imparting sensitive and confidential information.
Ability to identify problems, evaluate alternatives and make logical, reasoned decisions.
High level of initiative and self motivation with the demonstrated ability to prioritize workload, and manage several projects simultaneously from inception to completion, with little or no direction.
Solid organization skills with ability to anticipate needs and deal with changing priorities and tight deadlines.
Must be a diplomatic and professional team player with strong customer service skills.
Additional Information
Benefits – Why you’d love working with us
Competitive pay
Minimum of twenty-five days of vacation
Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
Defined benefit pension plan with employer contributions
Flexible hybrid work arrangements available
Professional Development funds and resources
Access to most BCIT PTS courses free of charge
Wellness and Employee Assistance programs
Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
Position Details
Posting Category Management
School/Service Area VP Academic
Campus Location Burnaby campus
Bargaining Unit Management
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 02/01/2023
Anticipated End Date
Competition Information
Competition Number 22M47
Competition Open Date 10/19/2022
Competition Close Date 11/18/2022
Open Until Filled?
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