Job Description

BCIT's Corporate Services department is seeking a regular, full-time (1.0 FTE ) Contract Systems Coordinator . This position is responsible to the overall administration, collection and analysis of contract related information and statistical data pertaining to activities within the Corporate Services Division. Duties include analyzing and producing reports related to: contracts, leases, agreements, purchasing related statistics and key performance indicators as defined by Manager, Risk & Contract Management. This position is responsible for maintaining and reporting on attendance. Additional duties include the purchase of services, equipment and consumable supplies and issuing competitive bidding documents under the supervision of a Senior Buyer and management staff.


Duties & Responsibilities
DUTIES AND RESPONSIBILITIES :



Data Analysis Activities: • Develops and maintains statistical reports as assigned by Manager.
• Provides ongoing support to the senior buyer team with analysis and data gathering as assigned by Manager.
• Reviews and maintains the digital and paper contract management system and central repository.
• Develops and maintains system for reporting on all commercial leasing activities.
• Provides system support and coordination of requirements as assigned.
• Compiles and creates procedures and policies as assigned by Manager.






Buying duties:
• Prepares and issues competitive bidding documents; analyzes responses in terms of best value and conformance, prepares and presents summary to clients, oversees the selection of product/service (in compliance with Institute guidelines and applicable legislation) - under the supervision and approval of Senior Buyer and Manager, Supply Management.
• Ensures all offers, pricing, quality of products, and delivery of services meet operational and financial requirements.
• Ensures that competitive bid documents (Request for Proposals, Construction Tenders, and Request for Quote etc.) including performance standards, tolerances, warranties and maintenance requirements are accurately documented, processed and filed (where applicable) and approved by per BCIT policies and internal policy and procedures of the Purchasing Department.
• Makes award recommendations to Senior Buyer and/or Manager on the basis of price availability, and overall best value.
• Responsible for order placement, follow-up and expediting of purchase orders. This includes: monitoring delivery dates, confirming requirements with departments, contacting vendors, resolving shipping problems and expediting late deliveries to ensure goods are received and delivered within specified timelines.




Miscellaneous Duties:
• Coordinates with Ministry Risk Management and BCIT departments for the issuance of Certificates of Insurance required for theft and damage incidents, construction projects, non-owned property, practicums and Health Affiliation Agreements as approved and directed by the Risk Management Coordinator.
• Performs administrative duties in various areas as assigned by Manager.
• Maintains Division attendance ensuring that appropriate authorizations are obtained and guidelines are followed.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP)
• Undertakes other related duties as assigned consistent with the job grade of this position.



Qualifications
QUALIFICATIONS :



Definition: The qualifications section was established by the Institute using the job evaluation plan. The qualifications represent the minimum qualifications required in the future and do not reflect the incumbent's existing qualifications.



Education:
• Grade 12 plus completion of a related 2 year Diploma program (i.e. Diploma of Technology in Operations Management or Financial Management).






License(s)/Certification(s):
• Enrollment in and/or completion of PMAC professional development program and the Certified Risk Management Program is preferred.




Experience:
• Two years general administrative experience plus one years' current practical experience in a similar purchasing or finance position. Experience with and general knowledge of contracts and leases as they pertain to BCIT would be an asset.




Software/Computer Application(s) and Expertise:
• Intermediate to advanced level experience with Microsoft Office: Word, Excel and PowerPoint. Proven experience working with financial management software and web-based reporting modules and/or document management software. Working knowledge of Banner SCT software.




Communication/Interpersonal Skills:
• Excellent communication skills and experience dealing with a broad spectrum of customers.




Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):
• Must be able to work with ongoing deadlines and have excellent organizational skills.
• Ability to multi-task, respond to numerous time-sensitive issues from a diverse customer base, maintain confidentiality, produce reports and make recommendations to improve program performance.
• Must be detail oriented, flexible, show initiative, make responsible decisions, and work well independently and as part of a team.
• Accurate word processing skills with a minimum of 60 wpm.




Other Skills/Abilities:
• Basic knowledge of contract law and standard contract language including indemnity, insurance, and liability issues. Knowledge of medical, scientific, technical and vocational terms is an asset.



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
• 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 •
• 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 RecruitmentAssistant@bcit.ca . 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 xwm??kw?y??m (Musqueam), S?wx?wu7mesh (Squamish), and s?l?ilw?ta?? (Tsleil-Waututh).•



Salary Range Salary Grade 7: $59,214 - $64,490 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 Corporate Services Administration


Campus Location Burnaby campus


Bargaining Unit BCGEU Support Staff


Job Status Regular


Full-Time/Part-Time Full-Time


Number of Vacancies 1


Anticipated Start Date 02/24/2025


Anticipated End Date


Competition Information
Competition Number 25B527


Competition Open Date 02/08/2025


Competition Close Date 02/17/2025


Open Until Filled?