BCIT’s School of Health Sciences is seeking a temporary, full-time (1.0 FTE) Administrator Coordinator.The administrative coordinator is responsible for administrative and operational activities that support the delivery of specialty nursing programs. This position reports to the Associate Dean and is responsible for providing administrative support to the Program Heads and Managers within the School of Health in the areas of financial, administrative, information systems, project management and other operations related activities. Duties include the efficient coordination of the administrative functions of the specialty nursing department including assistance in the areas of planning as well as sensitive and confidential work with budgets and operational plans. This position will also work closely with the school operations manager. This role will also function as a liaison between Specialty Nursing and other departments within the School of Health Sciences and other departments within BCIT, and organizations outside of BCIT such as Health Authorities.
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:
Provides support as required by the Program Heads and Associate Dean — organizing and coordinating financial information including budget reviews and year end result reports.
Researches, tracks and investigates financial transactions on financial reports that are not clearly identifiable and informs the associate dean and/or operations manager any anomalies as required.
Reviews and analyzes monthly revenue & expense and actual transaction reports with all program heads, including preparing a summary of results for the associate dean’s review.
Collaborates with external clients to ensure training agreements are maintained and ensures the invoicing for training agreements are completed on a quarterly basis. At fiscal year end, works with program assistants to ensure reconciliation of actuals to invoices and forecasts year-end and outstanding charges.
Create standardized processes to streamline activities within the department.
Maintains costing grids and consults with Program heads and the Operations manager on changes.
Human Resources Management:
Deals with a variety of confidential information in a tactful and professional manner (i.e., HR issues, departmental issues, Institute issues, outside agency issues, etc.)
Tracks monthly attendance and enters information into the banner system for the department, ensuring the institute process and best practices are maintained.
Informs Human Resources of any attendance issues that require any follow-up actions by the HR department.
Oversees department wide process and procedure for web development and maintance for the specialty nursing website publications.
Responsible for maintaining currency of the website for Specialty Nursing and is responsible for the overall coordination of content including writing and editing.
Troubleshoots and problem solves all issues related to the maintenance of the web site.
Ensures quality is maintained according to the Public Web Style Guidelines, Web Content Management Author Training, and Institute web publishing standards in cooperation with the School SME’s.
Approves final review and edits on behalf of the department all submissions for posting onto the corporate web site as Maestro.
Works with the school’s Marketing Coordinator to edit and finalize marketing material for programs is accurate and of a high quality and professional nature.
Supports the Program heads and works with the Marketing Coordinator and Analyst to develop a yearly Marketing Plan for the department.
Coordinates and manages the department’s Open House activities and other special events, working in conjunction with the school’s marketing coordinator.
Advises the Associate Dean on issues that are common to all of the Program Assistants to ensure they have the support and tools required to ensure they can provide the support required by their program areas.
Develop and uses systems/reports for tracking metrics including historical data related to SN programs (e.g. enrolments, time to graduation, health seats requests etc.) and course delivery including enrolment and revenue and expenses.
Supports the school’s Operations Manager to solve operational issues that impact overall administrative functions such as the test centre, finance, facilities management, student records and other departments as needed.
Develops and writes policy and process documents for the department.
Oversees the department’s quality control of various administrative processes, e.g. financial record keeping, electronic contracts, course and program updates, surveys etc.
Assists the associate dean in investigating concerns related to the department’s activities and offerings for both internal and external to ensure activities/offerings meet the needs of its clients.
Participates as a team member on various groups involved with change management and quality assurance.
Creates and maintains computerized and automated administrative resource material such as statistical information, operational guides, databases and directories, including file management of the department’s shared electronic files.
Assists the associate dean and others with preparation of presentations by organizing information into spreadsheets, (e.g. Powerpoint, graphics, excel tables).
Undertakes special projects as requested by the associate dean, operations manager and dean, including the collection and collation of information as requested. Creates and compiles information for special projects. This includes, on own initiative, composing, signing and distributing correspondence related to delegated administrative matters.
Participates in Records Custodian training and remains current with current 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 as appropriate, indicating the classification to which files belong; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.
Undertakes other duties as assigned, consistent with the job grade of this position.
One year of business administration at the post-secondary level.
Two years of general experience, plus two year’s business experience in a position of similar responsibility preferably in a complex educational environment.
Demonstrated proficiency in computing and internet applications, including all modules of the MS office package, Visio, Adobe Acrobat, CMS Maestro and some HTML. Familiarity with web content publishing environments.
Excellent communication skills, both written and verbal. Demonstrated ability to work both independently and as a team member.
Excellent conceptual thinking and problem solving skills. Excellent planning, coordination and follow-up skills. Superb organizational and interpersonal skills. * Proven ability to work under pressure with changing priorities, meet deadlines and make responsible decisions while maintaining high levels of customer service.
Must be self-motivated and self directed with the ability to exercise sound judgment.
Proven ability to take on a Project Lead role on projects at the department and dean’s office level. A high level of confidentially is required for this position.
Please note: These are the minimum required qualifications. This position is a dayshift position as defined in Article 14.1 of the Collective Agreement.
BENEFITS OF WORKING AT BCIT:
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 7; $48,726 to $53,107 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 SOHS Specialty Nursing
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Temporary
Number of Vacancies 1
Anticipated Start Date 06/15/2020
Anticipated End Date 12/31/2021
Competition Number 20B537
Competition Open Date 05/23/2020
Competition Close Date 06/04/2020
Open Until Filled? No
Quicklink for Posting http://careers.bcit.ca/postings/2969