Assistant to the Executive Director, BCIT Foundation

Assistant to the Executive Director, BCIT Foundation

Position Title: Assistant to the Executive Director, BCIT Foundation

Who We Are

At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported, and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.

Position Summary

BCIT Foundation is seeking a regular, full-time (1.0 FTE) Assistant to the Executive Director, BCIT Foundation. This position is responsible for the day-to-day administrative operations in support of the Executive Director to meet the goals and objectives of BCIT Foundation. Provides a variety of correspondence and administrative support in the areas of senior volunteers management, strategic and operational planning, personnel administration, fundraising, donor and stakeholder relations, and related confidential matters.

Duties & Responsibilities

• Maintains an ongoing awareness of the Executive Director’s goals and objectives. Identifies issues requiring resolution and tracks priorities and follow-up actions requiring immediate attention. Assists the Executive Director by providing administrative support for the development and implementation of the Foundation’s strategic and action plans and related budget.
• Manages the Executive Director’s calendar including prioritizing projects, scheduling meetings, and supplying pertinent meeting documentation as appropriate and coordinating with internal and external partners. Sorts, screens and routes email/correspondence, acting on matters arising from correspondence and composing replies for the Executive Director.
• Provides a variety of administrative support to the Executive Director; coordinates calendar, travel booking, attends meetings both internal and external as requested. Prepares agendas, takes, transcribes and circulates meeting minutes and follows up on action items.
• Provides administrative support for the Foundation Board, Campaign Cabinet and committee meetings as requested, including coordinating calendar, booking appointments, and parking. Drafts relevant reports, presentations and briefing notes for the Executive Director’s review and gathering necessary information as required.
• Creates documents, administrative and operational procedures, spreadsheets, graphics, tables and reports as required. Tracks and reconciles purchase card expense claims for the Executive Director.
• Provides administrative support to the Executive Director on personnel matters, including administrating and tracking direct reports’ annual performance appraisals, time off and medical leave requests and related tasks as required. Initiates e-hires, prepares RTUNES, and coordinates onboarding activities and office set up for the new hires of the Foundation team.
• Coordinates communication between the Executive Director and the Foundation team, Advancement division, donors, volunteer Foundation Board, Campaign Cabinet and committee members, BCIT leadership, industry partners, and BCIT faculty and staff.
• Updates the Foundation documents as required, including the organizational chart, staff directory, and policies and procedures documents.
• Utilizes specialized fundraising software to pull and update donor information and contact reports for the Executive Director.
• Assists with scheduling various divisional, leadership and Foundation meetings, including identifying and securing suitable venues, room set-up, preparing agendas, discussion materials and meeting minutes, and arranging catering and parking as requested.
• Provides backup administrative support as required during the Foundation’s busy seasons, staff vacations and donor events to deliver the Foundation’s goals and objectives.
• Keeps track of office supplies and coordinates orders as requested.
• 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, indicating the classification to which files belong; 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.
• Undertakes related duties consistent with the job grade for this position.

Qualifications

Education

• Requires the equivalent of completion of specialized training programs of up to two years’ duration in office administration, business, communications, fundraising or related discipline. For example, a Diploma of Business Administration or completion of a two-year full-time related program from a community college.

Experience

• Requires two years’ general experience plus up to two years’ practical current experience in a similar role.

Software/Computer Application(s) and Expertise

• Formal certification and proven, extensive experience using Microsoft Office applications including Outlook, Word, Excel, PowerPoint and Publisher.
• Experience with enterprise resource planning and reporting tools.

Communication/Interpersonal Skills

• Exemplary organizational, communication (both verbal and written) and interpersonal skills.
• Proven ability to establish and maintain effective working relationships, contribute effectively to the team, and to complete all duties independently and on own initiative while maintaining strong communications.
• Ability to maintain confidentiality and exercise considerable judgment, tact, and discretion with all sensitive and confidential information.
• Demonstrated ability to identify problems, evaluate alternatives and make logical decisions and recommendations using sound knowledge of Institute policies and procedures.
• Delivers exceptional customer service, displaying exceptional judgment in determining the nature and importance of inquiries and following up with appropriate action, resolving problems and answering questions as appropriate.

Administrative Skills

• Knowledge of Revenue Canada Guidelines, FOIPOP (Freedom of Information and Protection of Privacy), and records management.
• Proven competency in word processing skills and ability to produce documentation for internal and external clients with excellent keyboarding skills for notetaking and correspondence.
• Experience and skill in formatting documents, proofreading, wordsmithing and generating polished, professional documents, presentations, and proposals.
• Proven ability to organize and prioritize workload to meet established deadlines and handle several projects simultaneously through to completion, with minimal direction or supervision.
• Experience preparing agendas, meeting packages, and taking meeting minutes.

Other Skills

• Experience in a fundraising and/or a post secondary environment.
• Demonstrated ability to deal effectively with pressure, set priorities, demonstrate initiative and handle multiple projects.
• Must have the ability to work a flexible schedule including evenings and weekends.
• Valid BC driver’s license, and access to a reliable vehicle.

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
• 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

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 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.

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