Log In
Sign Up
BCIT’s Dean’s Office is seeking a regular, full-time (1.0 FTE) Dean’s Assistant. This position provides administrative support to the Dean and the department in the areas of financial management, information systems, and office operations. Duties include data analysis and coordination of financial reports, assisting in the development of the operations plan, and tracking business activities. In addition, this position is responsible to handle the Dean’s schedule, arrange and attend meetings, transcribe minutes, make travel arrangements, and prepare a variety of documents and correspondence on behalf of the department.
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:
Financial Systems Support:
- Assists the Dean with organizing, coordinating and analyzing information including entry to the institute’s financial system, preparing monthly reviews, annual budget and operational plan submissions and fiscal year end results reports.
- Prepares financial documents including purchase card statements reconciliation, and invoices; ensures budget is followed and reports data for TM1 forecasting, and to the Dean when exceptions occur.
- Participates in administrative and operational problem solving, project planning, development, and execution of stated goals and objectives, by recommending and implementing actions as required.
- Compiles and distributes monthly revenue and expense summaries, prepares responses to and summarizes analysis of results, forwards to the finance department on behalf of the Dean
- Ensures internal financial documents are accurate and processed in a timely manner
- Investigates financial anomalies identified by department staff, other departments and external vendors; follows up to ensure any corrections are completed.
- Performs data analyses related to budget and supports operations and management decision-making as required; reorganizes and calculates raw data to meaningful information.
- Compiles and distributes monthly reports to monitor and track department expenses, revenues, and enrolment FTE. Coordinates department managers’ responses and prepares a summary analysis.
- Verifies agent commission payments, generates purchase orders as required, requests payments from the finance department and enters payment information within agreement parameters.
- Provides training to staff when needed; ensures staff are advised of changes and revisions to financial processes and procedures.
- On behalf of the department, monitors and reconciles multiple purchase cards transactions.
- Maintains petty cash for the Dean’s office including reconciliation and replenishment
- Initiates purchase requisitions as requested by the Dean, noting deliverables and payment terms.
- Prepares invoices and payment requests and handles all follow up regarding non-payments and issues.
- Provides information to department personnel related to BCIT policies and procedures including Finance and Collective Agreements.
- Maintains current list of positions holding signing authority and notifies the finance department of changes.
- Coordinates affiliation agreements for the BCIT International. Tracks and prepares status reports of International Agreements and contracts.
Assistant to the Dean:
- Handles the Dean’s calendar, schedules meetings, prepares agendas, notifies participants, books rooms and prepares catering and guest parking requests
- Coordinates special events, webinars and workshops on behalf of the department, including logistics, event announcements, prepares information packages, tracks attendee information, follows up with non-attendee and sends event recording and materials.
- Receives and responds to inquiries from Senior Management, Executives, international clients and other individuals, ensuring appropriate actions, dissemination of information, follow-up and briefings are done.
- Coordinates national and international travel and accommodation reservations, books appointments and prepares itineraries for the Dean, department managers and external project personnel, International delegations and other visitors.
- Prepares and circulates meeting minutes and takes appropriate followup action as required.
- Maintains an awareness of the department’s goals and objectives: establishes priorities and handles or flags items to the Dean requiring immediate attention.
- Prepares documents and travel packages for BCIT students and staff traveling abroad.
- Develops Maintains a variety of templates, departmental forms and administrative reports for departmental use.
- Opens, sorts, distributes and reroutes correspondence and incoming documentation, both paper and electronic, related to the department.
- Prepares correspondence, spreadsheets, tables, and presentations for the Dean.
- Performs all processes related to department staff attendance reporting and ensures accuracy of records and timely approvals and submission to Finance.
- Work with ITS and registration office to develop and/or modify reports for the department.
- Updates and maintains International Websites and BCIT’s internal collaboration platform (the Loop). Modifies content and uploads files and images based on BCIT’s guidelines; coordinates with web services for future development.
- Monitors and tracks inventory of capital assets, department equipment, and promotional gifts.
- Handles human resources arrangements for recruitment, selection committee and interview schedules, testing and prepares hiring documentation.
- Recommends and implements improvements to department operation processes and procedures. Assists the Dean with the preparation of the BoG report, annual operations and implementation plans and other reports including coordination of work in the department and other schools.
- Make recommendations to the Dean to assist in the operations and administrative procedures of the department.
- 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.
- Undertakes related duties as assigned, consistent with the job grade of this position.
Qualifications
QUALIFICATIONS:
Definition: 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:
- Requires the equivalent of completion of specialized training programs of up to two year’s duration in post-secondary education. Courses to include business administration, information systems and knowledge of accounting practices.
Experience:
- Two years general experience plus up to two years practical current experience in a similar position inside or outside the institute, preferably in a post-secondary education environment.
Software/Computer Application(s) and Expertise:
- Demonstrated strength analyzing, translating and presenting data
- High degree of competency using MS Office products (Word, Excel, PowerPoint & Access), and reporting tools.
Communication/Interpersonal Skills:
- Exceptional interpersonal skills and experience working with individuals from other cultures
- Proven written and verbal communications skills
- Demonstrated ability to listen, problem-solve and respond clearly and concisely
- Must be able to deal effectively and professionally with various levels of internal, external and international clients
- Ability to exercise sound judgement and use discretion and diplomacy when dealing with others
- Demonstrated ability to work independently and in a team environment
Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):
- Keyboarding skills of 50 wpm
- Proven ability to meet changing priorities and organize work effectively
- Experience organizing meetings and events
- Must be flexible, self-directed and take initiative
- Detail-oriented and have the ability to assess documentation and financial information with a very high level of accuracy
Additional Information
BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact [email protected] so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted.
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).
Benefits – Why you’d love working with us
- Competitive pay
- Minimum of fifteen 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 Flexible Learning courses free of charge
- Wellness and Employee Assistance programs
- Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
Salary Range
Salary Grade 7: $51,709 – $56,357 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
School/Service Area
BCIT International
Campus Location
CARI Building
Bargaining Unit
BCGEU Support Staff
Job Status
Regular
Full-Time/Part-Time
Full-Time
Number of Vacancies
1
Anticipated Start Date
03/06/2023
Anticipated End Date
Competition Information
Competition Number
23B209
Competition Open Date
02/11/2023
Competition Close Date
02/22/2023
Open Until Filled?
