BCIT’s School of Transportation is seeking a regular, full-time (1.0 FTE) Administrative Assistant to the Associate Dean. The Administrative Assistant provides administrative and clerical support to the Associate Dean. Other responsibilities include organization and coordination of the day-to-day activities of the office, various committees, dealing with internal and external clients, and maintaining Training Plans and Vocational Inventory data.

Duties & Responsibilities

DUTIESANDRESPONSIBILITIES:

- Manages the Associate Dean’s schedule, coordinates meetings and maintains calendar, and screens enquiries and phone calls.
- Creates documents; initiates training plan spreadsheets, tables, processes confidential documents and reports, and other correspondence. Will also assist with development of PowerPoint presentations.
- Acts as a liaison with industry representatives.
- Provides administrative support for the division’s Program Advisory Committee meetings. This would include preparing and distributing agenda and correspondence, attend meetings, recording of minutes, taking appropriate follow-up action and coordinating facilities and catering as appropriate.
- Provides some administrative support to the Chief Instructors.
- Coordinates and/or initiates Personnel Requisitions and related documents.
- Maintains Instructors’ & Support Staff attendance records on Banner, as well as reports STIIP leaves to Human Resources. Tracks yearly sick/vacation entitlements and carry-overs for BCGEU Instructors.
- Provides preliminary assessment and research of staff and students for the Associate Dean.
- Acts on behalf of the Associate Dean concerning emergency situations with staff and students in his/her absence.
- Acts as the Telecommunication Leader: monitors staff changes, initiates work orders for telephone and voicemail needs, including training staff on the voicemail system in use.
- Maintains the departmental filing system and confidential student records.
- Responsible for summer and Christmas Duty Rosters for the department.
- Researches costs and makes travel arrangements for the Associate Dean and staff, when required.
- Responsible for Petty Cash transactions.
- Undertakes all clerical duties, as required.
- Organizes and/or assists in the coordination of special events pertaining to the division.
- Undertakes related duties as assigned, consistent with the job grade of this position.
- Acts as the liaison with the Associate Dean’s office, all Student Services, Registrar’s Office including Course File, Admissions, Student Records, Program Advising, Financial Aid and Awards, Library, Medical Services, Counseling, Student Information and Enrolment Services and others.
- Maintains Associate Dean’s schedule, coordinates meetings and updates calendar, screens enquiries and phone calls.
- Initiates, maintains and facilitates effective communication between internal and external clientele, agencies, individuals and educational institutions, etc.
- Creates documents, spreadsheets, tables, power point presentations, etc.; composes, signs, and distributes correspondence related to delegated administrative matters.
- Prepares confidential correspondence and other confidential items relating to performance appraisals and personnel matters.
- Working with the Associate Dean,



finalizes training plans for upload to the VI
- Performs program updates as required
- Organizes Program Advisory Steering Committee, and other meetings as required, including agenda preparation, recording and distributing of minutes, room booking, catering, parking and taking appropriate follow-up action.
- Organizes all travel arrangements for Associate Dean
- Coordinates all processes and signatures for travel forms, expense forms, cross charges and library acquisition forms.
- Calculates, tracks, and records staff attendance, including sick leave and vacation, in accordance with collective agreements, and School and Institute policies and procedures; produces attendance reports as requested and or required and in accordance with policies and procedures.
- In a timely manner, reports short term illness and injury deductions and sick leaves to the appropriate personnel; as required, initiates the transfer of replacement employees to Institute sick leave account.
- Facilitates vacation payout request following in accordance with collective agreement, and School and Institute policies and procedures.
- Reconciles VISA expense statements for the Associate Dean and Chief Instructors
- Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP.)
- 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, indication the classification to which files belong; filing incoming documents in to the records management system to support the business process, and assists staff members with proper security levels to identify and retrieve active records when required.

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 minimum of one year post-secondary training; preferably completion of a diploma of technology or certificate in business, engineering or science.

Experience:

- Requires two years general office experience plus up to one year practical current experience in a similar position preferably in an educational environment.

Software/Computer Application(s) and Expertise:

- Advanced knowledge of Microsoft Office including, Word, Excel, PowerPoint and Outlook
- Knowledge of Banner and Cognos, an asset

Communication/Interpersonal Skills:

- Effective written and oral communications skills
- Must be able to deal with situations with tact and discretion




- Ability to be flexible, work well with others as well as independently

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

- Ability to take minutes
- Accurate keyboard skills of 50 wpm
- Proven ability to work to deadlines, applying exceptional organization and problem solving skills
- Ability to prioritize and maintain confidentiality

Other Skills/Abilities:

- Knowledge of technology and degree training and familiarity with collective agreements and BCIT policies 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
- Eligibility requirements apply, perks 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 equity, diversity, and inclusion and to promoting opportunities in hiring individuals who have been historically underrepresented in our workforce, BCIT, and the larger community. We strongly encourage Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+ to apply. While all qualified candidates are encouraged to apply, Canadian citizens and permanent residents will be given priority. Accessibility is an integral part of BCIT’s commitment to equity and inclusion. If you require an accommodation for any part of the application or hiring process, please 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 learn more about 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 xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

Salary Range

Salary Grade 6: $56,241 - $60,872 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

Automotive Programs

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

10/19/2026

Anticipated End Date

Competition Information

Competition Number

26B047

Competition Open Date

09/19/2026

Competition Close Date

09/28/2026

Open Until Filled?

No

📌 Administrative Assistant to the Associate Dean (Burnaby)
🏢 British Columbia Institute of Technology
📍 Burnaby