New job Administrative Assistant, Digital Arts in British Columbia

Administrative Assistant, Digital Arts

Company : British Columbia Institute of Technology (BCIT)
Salary : $49,090 - $53,170 a year
Location : British Columbia

Full Description

BCIT’S Digital Arts Department is currently seeking a permanent, full-time Administrative Assistant to join their team. This position provides administrative and clerical support to the Associate Dean (AD) and the Program Head (PH). This position is responsible for the efficient day-to-day operations of the Associate Dean’s office including organization, coordination, program support and records management.

Duties & Responsibilities
Duties & Responsibilities:
Support to the Associate Dean:
  • Manages the Associate Dean’s schedule.
  • Screens and/or re-routes correspondence for the Associate Dean’s signatures.
  • Screens and responds to in-person and telephone inquiries.
  • Assists with various confidential matters for personnel, students and external contacts.
  • Acts on behalf of the Associate Dean concerning emergency situations with students.
  • Provides full administrative support for all Program Advisory Committees.
  • Provides full administrative support for meetings and events.
  • Creates and maintains documents, databases, tables and a variety of correspondence including minutes, reports and presentations; composes, signs and distributes correspondence related to administrative matters.
  • Coordinates and/or initiates all signatures required for documents such as purchase requisitions, cross-charges, travel and expenses, library acquisitions, memberships, facilities and maintenance requests, and vacation payouts.
  • Prepares monthly commercial purchase card (VISA) reconciliations for the Associate Dean and other card holders in the portfolio; responsible for various acquisitions using the department purchase card.
  • Requests and collects the summer and Christmas duty rosters.
  • Researches, books and coordinates all travel arrangements for the Associate Dean and employees within the portfolio.
  • Collects annual vacation requests for the Associate Dean’s approval.
  • Creates personnel requisitions (e-hires) for faculty and support staff.
  • Administratively coordinates the performance appraisal and probationary review processes on behalf of the Associate Dean.
  • Liaises with various external agencies or government offices; arranges meetings as required; coordinates travel and accommodations as needed.
  • Undertakes administrative duties for the Associate Dean’s offices, e.g., photocopying, faxing, ordering and distribution of office supplies and other as required.
Student and Program Support:
  • Manages the annual process of first and second year student identification photographs, including organization of photo sessions, electronic compilation, editing and distribution.
  • Handles textbook ordering.
  • Ensures student documents such as course credit exemptions, withdrawals, marks change forms, etc. are processed and forwarded as appropriate.
  • Coordinates revisions and compilation of program course outlines.
  • Creates and inputs marks; coordinates the gathering and distribution of marks with instructors, ensures missing grades and anomalies are resolved, coordinates marks meetings.
  • Act as contact for students and instructors for class cancellations.
Records Management:
  • Maintains both electronic and paper-based departmental filing systems.
  • Maintains accurate attendance records for all staff within the portfolio on monthly and annual basis; records attendance on Banner; reports all short-term illness leaves to Human Resources (HR); coordinates correspondence between employee and Payroll, maintains and tracks yearly vacation and sick leave entitlements, calculates carryover and ensures annual confirmation reports are approved, filed and forwarded to HR.
  • 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 for this position.

  • Completion of Grade 12, plus completion of one year of post-secondary education in business administration or equivalent.
  • Two years general office experience plus two years’ experience in a senior executive secretary and/or administrative assistant position.
  • Minimum keyboarding skills of 50 wpm.
  • Willingness to learn and utilize new technology, including information tools.
  • Must have previous experience taking and transcribing minutes.
  • Excellent oral and written communication, interpersonal, organizational, planning, coordination and follow-up skills.
  • Demonstrated ability to work both independently and as a team player.
  • Ability to maintain strict confidentiality and to deal with situations using tact and discretion.
  • Must have previous experience taking and transcribing minutes.
  • Proven ability to establish priorities, work to deadlines and make responsible decisions while maintaining high levels of customer service.
  • Strong problem-solving, critical thinking and conceptualization skills.

Please note: These are the minimum required qualifications. This position is a dayshift position as defined in Article 14.1 of the Collective Agreement.

Additional Information
  • 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 subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
  • Additional Wellness and Employee Assistance programs.

Salary Range
$49,090 to $53,170 per annum.

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

School/Service Area
SoB Digital Arts

Campus Location
Burnaby campus

Bargaining Unit
BCGEU Support Staff

Job Status


Number of Vacancies

Anticipated Start Date

Anticipated End Date

Competition Number

Competition Open Date

Competition Close Date

Open Until Filled?

Quicklink for Posting

Apply Now