BCIT’s Institute Sustainability Department is seeking a temporary, part-time (0.5 FTE**) Administrative Assistant, Sustainability**. This position provides administrative support to the department’s personnel; co-ordinate calendars, schedules appointments and meetings and prepares agendas, materials, attends meetings, takes minutes and follows up on action items.

Duties & Responsibilities

DUTIESANDRESPONSIBILITIES**:**

• Provides administrative support to the Department by:

• Co-ordinating common calendars, scheduling appointments and meetings;

• Preparing agendas, materials for meetings; attends meetings and takes minutes and follows up on action items with the department;

• Receiving, redirecting and responding to telephone calls; act as receptionist for the department by greeting and directing visitors where applicable;

• Reviewing incoming correspondence for the department and handles and/or redirects to appropriate personnel for action; prepares outgoing mail;

• Creating, maintaining and updating a variety of documents, spreadsheets, databases, BCIT Sustainability web pages, BCIT SharePoint and Teams Groups, BCIT Learning Hubs, and social media accounts for the department;

• Creating and editing digital files of photographs, video and graphics to a professional standard for delivery in video, social channel and web formats;

• Assisting in tracking of department expenses as well as revenues and expenses generated from initiatives;

• Preparing of data for billing processes; reviews billing information for consistency and accuracy;

• Assisting in preparing various department related vendor contracts as requested; updates and maintains documentation and follows up with related departments on adequate closure of requests;

• Preparing monthly visa expense reports and travel expenditure and mileage claims and generating expenditure reports as assigned;

• Keeping records of all expense reports and ensures Director is apprised of all concerns; relays information to the required departments as assigned;

• Maintaining attendance records, vacation schedules and ensures that all relevant documentation is provided to the related parties for processing of these requests;

• Arranging travel, accommodation, registration for conferences/seminars and relevant materials for Departmental staff as required;

• Assisting with the coordination of participation at events such as conferences, trade shows, and education/career fairs. This position represents and promotes BCIT at these events either independently, or as a team member.

• Submitting phone and key requests, arranges for computer IDs, email and other computer access for new and existing staff; coordinates office moves when required;

• Maintaining office supply inventory and anticipates needed supplies;

• Ensuring operation of office equipment through preventive maintenance, arranging repairs where necessary, evaluating new equipment, implementing appropriate user techniques and maintaining equipment inventories;

• Maintaining departmental filing system in compliance with BCIT Records Management Policy; which includes conducting a comprehensive annual audit of records;

• Overseeing distribution of mail to Department personnel and use of courier services when necessary;

• Participating 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.

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:

• Completion of Grade 12, plus completion of a two-year diploma in an appropriate discipline.

Experience:

• Two years of general experience plus up to two years of current, relevant experience in a similar position.

Software/Computer Application(s) and Expertise:

• Proficient in standard MS Office products such as Word, Excel, PowerPoint as well as Visio, Outlook, Cognos Reports.
• Fast, accurate typing skills (60 words per minute); ability to format various types of correspondence and complicated reports, forms, charts and presentations.

Communication/Interpersonal Skills:

• Strong interpersonal, communication and customer service skills.
• Ability to exercise tact and diplomacy to deal effectively with hostile individuals. Must be able to deal with all levels of personnel and the general public.
• Must have sound judgment
• Must possess the ability to coordinate a work environment that may shift focus on demand

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

• Highly developed organizational skills, detailed-oriented, demonstrated ability to work independently and as a team member with a high level of initiative.

• Proven ability to take direction, meet tight deadlines and changing priorities. Solutions orientated through analytical problem-solving and actionable results.

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 xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

Salary Range

Salary Grade 7: $59,214 - $64,490

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

Institute Sustainability

Campus Location

Burnaby campus

Bargaining Unit

BCGEU Support Staff

Job Status

Auxiliary in Temporary Appointment (BCGEU SS Only)

Full-Time/Part-Time

Part-Time

Number of Vacancies

1

Anticipated Start Date

07/21/2025

Anticipated End Date

04/17/2026

Competition Information

Competition Number

25B574

Competition Open Date

07/02/2025

Competition Close Date

07/11/2025

Open Until Filled?