We foster healthy and supportive workplaces, invest in learning and development, strengthen connections across our community, and empower innovation and transformation. BCIT’s School of Computing and Academic Studies is seeking a regular, full-time (1.0 FTE ) Assistant to the Associate Deans . This role supports two Associate Deans to achieve results and manage workflow.

The incumbent is responsible for the efficient day-to-day operations of a fast-paced workplace including coordinating projects and reports, data collection, analysis and recommendations, confidential and time-sensitive program and student-related concerns, and management of high priority initiatives and sensitive matters. The incumbent drafts various communications and materials for the Associate Deans (ADs) that supports communicating with various internal and external stakeholders, including ministry representatives. The incumbent provides administrative support to the Associate Deans including scheduling meetings and management of calendars, travel, records management, and processing a variety of financial and operational transactions.

Projects, Communication and Stakeholder Relationships: Collects, analyses and evaluates data from various internal and external sources and institute systems; compiles into information to be used for reporting, issue resolution, presentations, program and process improvement initiatives. Takes a leadership role in special departmental projects as assigned by the ADs. Develops communication, reports and presentations used by the ADs with key stakeholders including certifying bodies, the institute’s senior leadership team and government; ensuring that the vision, values and standards of the school and institute are represented.

Communicates with contacts and other stakeholders at various levels within government agencies to gather, provide, and exchange a variety of data and other pertinent program information. Develops knowledge of internal and external stakeholders, key priorities and environmental factors impacting the associate dean’s portfolios. Assesses situations to determine their importance, urgency and associated risks, and makes clear decisions which are timely and in the best interests of the organization.

Ensures data requests from both external and internal departments directed to the ADs’ offices are completed on-schedule; Administrative Responsibilities: Sets priorities, develops a work schedule, monitors progress towards goals, and tracks details/data/information/activities with a focus on the ADs’ workload and upcoming deliverables. Creates and maintains documents, databases, tables and a variety of correspondence, composes, signs and distributes correspondence related to administrative matters.



Deals with a variety of confidential information in a tactful and professional manner including student, human resources and labour relations issues and ensures proper policy and protocol has been followed prior to the ADs’ involvement.

Manages and coordinates both associate dean’s schedules by booking appointments with Program Heads/Faculty, institute management and staff, and external stakeholders, maintains and organizes calendars effectively, and ensures background information and supporting documents are brought forward to the ADs in a timely manner. Provides administrative support for meetings and events on and off campus including room reservations, creates and sends invitations, ensures a quorum, arranges catering, parking and AV equipment, sets up virtual communication as required. routinely edits and proof read’s all internal and external correspondence, documents, plans, reports and articles for both departments. Coordinates and/or initiates all necessary signatures required for documents such as purchase requisitions, cross charges, travel and expenses, library acquisitions, memberships, facilities and maintenance requests, and vacation payouts.

Coordinates travel arrangements and conference registrations, payments, airline bookings, hotel reservations, car rentals and processes travel expenses. Prepares monthly commercial purchase card (Visa) reconciliations for the ADs and other card holders in the portfolios; Coordinates faculty and support staff performance reviews and ensures supporting documentation is available three days prior to the review. Collects all yearly faculty, assistant instructor, technical staff, and support staff vacation requests for the ADs’ approval and ensures they are signed off by the employee and AD prior to submission to Finance.

Assigns organizational, account codes, and PCN numbers for financial documents to be processed. Requests and collects summer and winter break duty rosters. Undertakes administrative duties for the ADs’ offices, such as photocopying, faxing, scanning, ordering and distribution of office supplies.

Records Management: 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; filing incoming documents into the records management system to support the business process; and,



as appropriate, assisting other office staff with proper security levels to identify and retrieve active records. Submits phone and key requests, arranges for staff IDs, email and other computer access for new and existing staff; coordinates staff relocation and office assignments as required. Organizes and assists with school events and institute special events.

Education: ~ Grade 12, plus completion of one year of post-secondary training focused on courses/seminars in business and/or office administration. Software/Computer Application(s) and Expertise: ~ Excellent computer literacy with proven proficiency in Microsoft Office including, Word, Excel, PowerPoint and Outlook at an intermediate level. Demonstrated ability to be flexible, and work both independently and within a team environment.

Demonstrated ability to establish priorities, coordinate multiple projects and details concurrently, work to deadlines, and make responsible decisions while maintaining a high level of customer service. 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 Access to most BCIT Flexible Learning courses free of charge Wellness and Employee Assistance programs 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.

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). External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Required fields ~ What is the highest level of education attained?

High School

Diploma ~ Bachelors Degree ~ PHD ~ This means the successful candidate must be able to and willing to relocate to the Lower Mainland. I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate ~ I do not currently reside in the Lower Mainland and I am unwilling to relocate #

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