Administrative Assistant, BCIT International - Jobs in Burnaby, BC

Job Description

BCIT International is currently seeking a regular, full-time (1.0 FTE) Administrative Assistant. This position provides general administrative support related to the Manager of Partnership Development, and the Dean’s office, with additional responsibilities relating to agents and other partners as well as marketing and promotional activities.Duties & ResponsibilitiesDUTIES & RESPONSIBILITIES:

• Assists with collection of agent agreement information, updates and maintains agent files according to industry services agreement template.
• Processes and verifies commission invoices according to Banner records. Updates information for commission payments, copies and files all related documents.
• Assists with organizing outgoing student ambassador activities, including the collection of information and preparation of BCIT International’s travel-related activities.
• Assists in preparation of diplomas and gifts for International Affiliated Schools/programs and other partners.
• Assists with delegation visits and study groups.
• Assists in ordering and maintaining inventory of promotional items.
• Assists with marketing and recruitment activities as required.
• Monitors International email accounts and responds to or forwards messages to appropriate departments or individuals.
• Maintains departmental calendars and arranges department meetings and other group meetings when required; prepares and distributes meeting agendas and backup materials, takes meeting notes and distributes, records and follows-up on action items.
• Assists International Admissions Officers by following up on incomplete applications, as needed.
• Assists with program updates and generates Cognos reports for recruitment purposes.
• Prepares MS Office documents such as general correspondence, spreadsheets, performs input to databases, formats and edits tables.
• Maintains procedures manual for the effective operation of the position. Maintains filing system related to departmental purchases, arranges for courier pick-up and delivery, coordinates production of print materials, photocopies, emails and scans a variety of correspondence and documentation for the department.
• Participates in, and assists with coordination of, student information sessions, convocation, student orientation and other staff and student activities and special events.
• Provides coverage for other support staff positions in the department as required.
• Keeps informed of departmental goals, initiatives, services and responds to emerging issues appropriately.
• 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.

QualificationsQUALIFICATIONS: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: Completion of Grade 12 plus additional specialized training of up to one year duration in business management/administration, and/or computer systems technology.Experience: Two years general experience plus up to one year’s experience in a position of similar responsibility in a busy educational or customer service environment.Software/Computer Application(s) and Expertise:

• Microsoft Office software at the intermediate level including Word and Excel.
• Email and internet experience.

Communication/Interpersonal Skills:

• Excellent interpersonal, oral and written communication skills.
• Excellent customer service skills.
• Demonstrated ability to listen, communicate and resolve issues with a diverse, multicultural client base.
• Resourceful and proven ability to show tact, patience and diplomacy in assisting staff and visitors to the department.
• Ability to work well in a team setting.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• Excellent organizational and time management skills.
• Strong ability to handle multiple tasks and changing priorities in busy and high volume environment.
• Proven ability to meet deadlines in a demanding environment with a high level of accuracy and attention to detail.
• Independent self-starter with the ability to solve problems and provide a high level of customer service.
• Accurate data entry skills and 50 wpm keyboarding

Additional InformationBenefits – 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 contribution 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

Salary Range Salary Grade 6: $49,090 - $53,170 per annumAdditional Salary InformationExternal 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 DetailsPosting Category AdministrationSchool/Service Area BCIT InternationalCampus Location CARI BuildingBargaining Unit BCGEU Support StaffJob Status RegularFull-Time/Part-Time Full-TimeNumber of Vacancies 1Anticipated Start Date 10/10/2022Anticipated End DateCompetition InformationCompetition Number 22B136Competition Open Date 09/10/2022Competition Close Date 09/19/2022Open Until FilledQuick Apply

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