Office Assistant Job at British Columbia Institute of Technology (BCIT) in Burnaby, BC

Job Description

BCIT’s School of Construction & The Environment is seeking a regular, full-time (1.0 FTE) Office Assistant. This position is responsible for ensuring the effective and efficient functioning of the Welding Department administration office. Provides administrative and technical support to the chief instructor and department instructors, a high level of customer services to welding students and industry partners. Works directly with the Chief Instructor and receives functional direction from the Associate Dean, Industrial Construction, and the school operations manager.

Duties & Responsibilities

Student Services:
Provides information about the welding department to potential and returning students.

Processes applications for upgrading, maintains upgrading schedules and contacts students regarding vacancies, registers students, records and reports student attendance.

Assists students with acceptance letters and applications to various funding agencies and Employment Insurance claims.

Ensures welding students understand the registration process.

Reviews documents to ensure students meet the pre-requisites.

Reviews authorization letters from unions and companies to verify student employment and sponsorship.

Works in consultation with the Chief Instructor to arrange for shift changes requested by students.

Manages a waitlist system for the upgrading programs and ensures classes are full.

Prepares invoices for unions and companies involved in Canadian Welding Bureau testing.

Prepares fee estimates for students doing upgrading courses and tests, Canadian Welding Bureau testing, Practical Welding Procedures (PWP) testing, and other testing fee estimates.

Prepares cost estimate forms for industry services contracts.

Industry Services:
Completes testing reports for the BC Safety Authority, Industry Training Authority and the Canadian Welding Bureau.

Acts on behalf of the department to negotiate course costing and efficiencies with various industry/union offices.

Assists the chief instructor with instructor and course scheduling.

Reviews the training plan on a yearly basis in consultation with the Chief Instructor and makes recommendations for efficiencies and expansion.

Records Management:
Creates and maintains a complex database record system that is critical to effective operations of the welding department.

Extracts information from student files, processes final student transcripts and submits to student records.

Maintains a current student database, creates and maintains files for each student.

Ensures that information retrieval is efficient and accurate.

Instructor Support:
Prepares and instructor package for each new entry level class including practical check lists, orientation manual, and policies and procedures.

Maintains a copy of marks from each one week trades class.

Provides technical support for the voicemail system and computer problems.

Administrative Support:
Participates in administrative and academic operations decision making and problem solving.

Conducts research and analysis of similar courses and programs offered in other colleges and provinces to ensure currency.

Designs and implements new business processes to meet the needs of the institute, students and external stakeholders.

Records and submits instructor/staff monthly attendance

Maintains office supplies inventory.

Answers the telephone, relaying calls and messages where required.

Responds to enquiries from the general public in an efficient and professional manner.

Sets up, automates and maintains welding files for standards and procedures, and provincial tests.

Sorts and distributes incoming mail.


Requires the equivalent of full secondary school plus additional specialized training of up to 1 year duration, i.e. full administrative program, BCIT certificate program.

Requires two years experience plus up to one year’s practical current experience on this and related jobs inside or outside the Institute. Trades background and welding specific knowledge and asset.

Banner, Lotus Notes, MS Office experience.

Superior people skills with initiative, competence, flexibility, discretion, patience and a high degree of accuracy and attention to detail are essential. Must have superb organizational, communication and interpersonal skills and the ability to deal effectively with a variety of departments, customers and instructors.

Keyboarding skills of 40 wpm required.

A personable, self starter capable of multi-tasking, establishing priorities, working to deadlines, troubleshooting, making responsible decisions and shouldering responsibility.

Please note: These are the minimum required qualifications. This position is a dayshift position as defined in Article 14.1 of the Collective Agreement.

Additional Information

Being a part of BC’s Top 100 Employers, and a member of the CCDI.

A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.

Access to Professional Development Funds and opportunities for career development.

Increase your knowledge with Tuition waivers for BCIT courses.

Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).

Additional Wellness and Employee Assistance programs.

Salary Range Pay Grade 6; $48,127 to $52,127 per annum.

Additional Salary Information

External hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.

Posting Category Administration

School/Service Area SOCE Industrial Construction

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 02/01/2021

Anticipated End Date

Competition Number 20B579

Competition Open Date 11/21/2020

Competition Close Date 12/12/2020

Open Until Filled? No

Quicklink for Posting http://careers.bcit.ca/postings/3387

About Company

Company: British Columbia Institute of Technology (BCIT)

Company Location:  Burnaby, BC

Job Category:

About British Columbia Institute of Technology (BCIT)