Job Description

BCIT's

School of Energy

is seeking a

temporary, full-time (1.0

FTE

) Administrative Assistant.

This position is responsible for ensuring the smooth and efficient operation of administrative support for the Dean's Office in the School of Energy. Provides administrative support for the Dean and the management team of the School. Supervises support staff assigned to the Dean's Office and coordinates work with administrative support staff assigned to the School. Coordinates special events and projects on behalf of the School.

Duties & Responsibilities

DUTIES

AND

RESPONSIBILITIES

Support for the Dean:

Maintains an awareness of the Dean's goals and objectives, establishing priorities and identifying items requiring attention. Manages the Dean's calendar, schedules meetings, makes domestic and international travel arrangements, and ensures external participants are invited to attend meetings as necessary. Screens, reroutes and takes action on inquiries from e-mail, fax, in-person and telephone. Provides support to all meetings chaired by the Dean by preparing and distributing agendas, preparing back-up documentation and/or relevant information required for meetings, attending meetings, taking notes, preparing and circulating minutes. May be required to coordinate and attend advisory committee meetings on behalf of other administrative staff. With consultation with the Dean and management team, supports the preparation of the annual Operational Plan. Prepares expense and travel reports for the Dean; reconciles monthly purchases on the Dean's corporate credit card. Provides information to the Dean on a variety of matters related to BCIT personnel, visitors, and outside agencies. Provides support to the annual Excellence in Teaching Award by collecting nominations, forwarding these to Committee members, writing recognition letters to nominees on behalf of the Dean, and coordinating their attendance at Convocation. Handles student/staff complaints and makes referrals to the Dean or other employees as appropriate. Responds to requests for information or meetings from the Vice President, Academic and other senior executives as required. Prepares presentations on behalf of the Dean for meetings as required. Prepares the Institutional Report to the Board of Governors on behalf of the Dean, if requested. Assists with the School's Research Committee and marks meeting. Coordinates Accreditation visit and other school functions not chaired by the Dean.

Internal and External Communication on behalf of the Dean:

Builds rapport with clients and seeks to understand clients' concerns Maintains regular communication with numerous departments via email, telephone, and meetings to ensure the Dean's agenda and timeline are followed. Departments include VP, Academic office, President's office, and all Deans' and Directors' offices. Acts as an information resource with respect to BCIT and School of Energy policies and procedures.

Administrative Support for Dean's Office:

Maintains regular communication with the Associate Deans' Administrative Assistants. Maintains attendance and personnel records for support staff and management team in the Dean's office. Upon approval by manager, collects, calculates and processes overtime, vacation and sick day entitlements for support staff, management and faculty. Informs Human Resources (HR) and the Operations Manager when an employee should be put on short-term sick leave. Supports activities of hiring committees, initiates e-hires, provides onboarding and training assistance to new employees. Maintains the School's management team SharePoint site. Maintains online duty roster for the School. Reviews travel and expense reports and credit card statements prior to the Dean's review. Manages petty cash. Processes annual subscriptions, membership dues and conference registrations on behalf of the Dean and the management team. Organizes catering and office supplies requests. Must have thorough and up-to-date knowledge of BCIT policies, procedures and collective agreements.

Special Events Coordination:

Communicates with BCIT departments to ensure the School has representation at both BCIT and non-BCIT events. Represents the School of Energy on the Graduation and Awards planning committee. Duties include distributing list of achievement and academic awards to faculty and staff and providing guidance on the process as required; coordinating activities with support staff within the School to execute on this event; and coordinating nominations of School and Deans' Awards with the departments for submission to the Dean for selection. Participates in and provides support to the Excellence in Teaching Award, other employee excellence awards and Distinguished Awards Dinner. 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 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:

Grade 12, plus a two-year diploma in office administration and/or business administration.

Experience:

Two years general experience, plus two years practical current experience in an administrative position, preferably in an educational environment.

Software/Computer Application(s) and Expertise:

Formal training in computer applications (Microsoft Office) and proven ability to work in a Windows and network environment. Experience working with records information management systems and electronic document storage. Ability to use Banner, Cognos, legacy software (e.g. Lotus Notes) are an asset.

Communication/Interpersonal Skills:

Must have superior oral and written communication skills, interpersonal, organizational, problem-solving, planning, coordination and follow-up skills. Ability to maintain a professional demeanor and to deal with a variety of internal and external contacts at various levels while maintaining a high level of customer service. Ability to maintain strict confidentiality and to deal with situations using tact and discretion.

Administrative Skills (e.g. prioritizing, minute taking, word processing, etc.):

Minimum keyboard skills of 60 wpm. Demonstrated ability to take minutes and provide secretarial support to internal and external committees. Demonstrated ability in establishing and handling changing priorities, meeting tight deadlines, making responsible decisions, working under pressure and dealing with several projects at one time with minimal supervision.

Additional Information

Benefits - Why you'd love working with us

Competitive pay Minimum of fifteen days of vacation prorated per year Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible! Defined benefit

pension

plan with employer contributions

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*
Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits,

click here

!





BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.



Persons with disabilities who require accommodation for any part of the application or hiring process should

contact us using our contact form

. Please note that all applications must be submitted via the careers page portal.

Applications submitted through the contact form will not be accepted

. For additional information, please visit our

frequently asked questions (FAQs)

page and see

how we hire

.




The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwm??kw?y??m (Musqueam), S?wx?wu7mesh (Squamish), and s?l?ilw?ta?? (Tsleil-Waututh).

Salary Range

Salary Grade 8: $62,669 - $68,082 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

Department 2

SoE Administration

Campus Location

Burnaby campus

Bargaining Unit

BCGEU Support Staff

Job Status

Auxiliary in Temporary Appointment (BCGEU SS Only)

Full-Time/Part-Time

Full-Time

Number of Vacancies

1

Anticipated Start Date

01/05/2026

Anticipated End Date

06/26/2026


Competition Information

Competition Number

25B625

Competition Open Date

11/22/2025

Competition Close Date

Open Until Filled?

Yes