Operations Coordinator

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Position Details

Position Information

Position Title: Operations Coordinator

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’s School of Construction and the Environment is seeking a regular, full-time (1.0 FTE) Operations Coordinator. This position provides comprehensive administrative and operational coordination for the School’s operations. Works with the School Operations Manager to manage capital assets, including tracking inventory, processing purchases, and coordinating replacements. Conducts expenditure and budgeting activities by analyzing financial data, preparing reports, and reconciling accounts for managers and Department areas. Coordinates the School’s international student exchange program, space planning initiatives, asset management processes, and any School-wide special projects while ensuring compliance with institutional policies.

Duties & Responsibilities

• Provides administrative support to the operational activities within the School.
• Provides support in the Department’s budgeting and financial tracking and reporting activities by preparing expenditure and budgeting reports for the managers and the Department’s review.
• Reviews financial reports for accuracy and completeness. Reconciles expenditures and actuals to invoices, contracts, budgets and plans. Ensures cross charges and deposits/payments have been captured and assigned or charged correctly. Works with related areas to remediate and reconcile discrepancies.
• Supports the Professional Development cost monitoring by tracking and recording amounts of approved applications and related reimbursements.
• Supports the project administration by recording funds, monitoring spends, submitting cross-charges and reconciling to incoming and outgoing project funds.
• Maintains schedule of external contracts and ensures complete and accurate invoicing/cross charges.
• Coordinates fiscal year activities including identifying and monitoring outstanding invoices, issuing invoices to clients, obtaining accruals for program revenue and development contracts, identifying outstanding allowances, expenses, timesheets, cross-charges, and carryover from one fiscal year to the next year.
• Coordinates asset and inventory monitoring by tracking, asset tagging, recording and maintaining records. Participates in Institute-led initiatives in asset and inventory monitoring.
• Works with the department areas to coordinate asset and inventory replacement and disposal, following Department and Institute procedures and policies.
• Creates RTUNES, web requisitions and requests for payments within signing authority. Sends payments outside of signing authority to appropriate person for approval.
• Follows procurement and purchasing procedures and gathers required information for the submission of procurement requisitions. Maintains awareness and updated on related Institute policies and procedures.
• Participates in and supports space planning activities, audits and projects, by gathering, compiling information. Works with the Department and Institute Teams on room assignments and optimizing room availability. Coordinates with the timetabling team to reconcile and ensure changes are captured.
• Coordinates all international student exchange program activities including the renewal and implementation of exchange agreements, processing incoming and outgoing applications. Maintains knowledge of partner Institute’s requirements, nomination criteria and travel requirements to ensure both the incoming and outgoing students meet the eligibility and agreements. Works with Student Records, Finance, the International Office and the partner universities to ensure a smooth and efficient running of the exchange program.
• Maintains various lists and trackers to help facilitate initiatives and School activities, and monitor programs such as approver lists, Eyesafe program, etc.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned, consistent with the job grade of this position.

Qualifications
Education

• Completion of Grade 12, plus the completion of a two year post-secondary diploma in a related program, such as Business or Financial Administration.

Experience

• Two years of general experience, plus four years of directly related work experience.

Software/Computer Application(s) And Expertise

• Demonstrated proficiency using Microsoft Office products including Word, Excel, PowerPoint and Outlook at an intermediate level.
• Experience creating and using spreadsheets, statistical and analytical tools, and the ability to translate a variety of data into meaningful information.

Communication/Interpersonal Skills

• Demonstrated skills in oral and written communications.
• Ability to work independently and with team, staff and clients across departments and teams in a professional manner.

Administrative Skills

• Strong attention to detail.
• Excellent organizational and follow-through skills.
• Ability to multi-task and handle a high volume of detailed information and assignments concurrently.
• Proven ability to handle changing priorities and meet deadlines.

Other Skills/Abilities

• Ability to resolve problems efficiently and professionally by applying knowledge of Institute and School policies, procedures, and services.
• Self-motivated and self-directed with the ability to exercise sound judgement.
• Proven experience working with sensitive and confidential material in a professional manner.

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

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 8: $62,669 - $68,082 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: Construction Administration
Campus Location: Burnaby campus
Bargaining Unit: BCGEU Support Staff
Job Status: Regular Full-Time
Number of Vacancies: 1
Anticipated Start Date: 06/02/2025

Competition Information

Competition Number: 25B555
Competition Open Date: 04/16/2025
Competition Close Date: 04/29/2025
Open Until Filled? No

Documents Needed to Apply
Required Documents

• Resume
• Cover Letter

Optional Documents