Duties & Responsibilities
Duties & Responsibilities:
Provides support to the OM and OA by assisting with data entry and monthly updating of the financial spreadsheets, preparing miscellaneous reports per OM’s specifications, and monitoring data on an ongoing basis.
Assists the Associate Deans in updating the budget spreadsheets and ensuring accuracy and timeliness of information for use during forecasting and year-end reconciliation.
Provides fiscal year-end support to OM and OA by assisting with accrual and deferral documents, and tracking and updating of data for the financial spreadsheets.
Assists the OM and OA in setting up and populating the budget spreadsheets at the start of the fiscal year.
Creates, updates and monitors spreadsheets of purchase requisitions and purchase orders (POs) ensuring data is up to date and accurate for efficient budget monitoring. Coordinates with Finance and Purchasing for entries that require additional information.
Acts as the point of contact for the School’s international exchange program.
Creates work requests and enters data on the Archibus system.
Prepares web purchase requisitions in Millennium.
Creates Part-Time Studies (PTS) contracts for instructors and curriculum developers.
Prepares student stipends, honorariums, cheque requisitions, cheque deposits, requests to invoice, and cross-charges.
Maintains and updates PTS grades approvers and contracts approvers in Banner.
Creates and follows up on signing authority approvals.
Creates e-hires in Banner per OM’s instructions.
Conducts analysis of data and presents summary financial reports to OM as requested.
Conducts annual capital asset inventory and rooms verification in coordination with the OA, Program Heads, and Chief Instructors.
Compiles and records electronic information related to capital equipment and works with the OA to process and relay information.
Updates the Operations Assistant Training Manual as necessary and assists with drafting of new procedures or templates.
Updates and maintains files and folders in the departmental shared drive.
Supports the effective and efficient operation of the office by undertaking a variety of administrative duties including scanning, photocopying, faxing, e-filing, ordering office supplies, etc.
Provides coverage as needed for the other Operations Assistant in the School.
Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
Undertakes related duties as assigned by the Operations Manager consistent with the job grade for this position.
Qualifications
Qualifications:
Completion of Grade 12, plus completion of two years of post-secondary education in business administration, including courses in word processing, spreadsheets, accounting, and business communications.
Two years of general experience plus one year of recent and relevant experience in a position with similar duties and responsibility.
Demonstrated proficiency using Microsoft Office products including Word, Excel, PowerPoint and Outlook at the intermediate level.
Experience creating and using spreadsheets, statistical and analytical tools, and the ability to translate a variety of data into meaningful information.
Excellent skills in oral and written communications, and working with staff and clients in a professional manner.
Ability to handle confidential and sensitive matters with tact and discretion.
Strong attention to detail.
Proven ability to handle changing priorities and meet deadlines.
Keyboarding skills at a minimum of 50 wpm
Excellent planning, organizational and follow-up skills.
Proven ability to work well as part of a team and independently.
High degree of initiative with ability to create solutions to problems and issues.
Must be self-motivated and self-directed with the ability to exercise sound judgement.
Knowledge of programs in the School of Construction and the Environment.
Knowledge of travel documents and processes as it pertains to international travel and study.
Additional Information
Benefits – Why you’d love working with us
Competitive pay
Minimum of 15 days of vacation
Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
Defined contribution pension plan with employer contributions
Eligibility for partial remote work upon Institute approval
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
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.
Position Details
Posting Category Administration
School/Service Area SOCE Dean’s Office
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Temporary
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 04/11/2022
Anticipated End Date 03/31/2023
Competition Information
Competition Number 22B29
Competition Open Date 03/26/2022
Competition Close Date 04/05/2022
Open Until Filled?
Quicklink for Posting https://careers.bcit.ca/postings/5444
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