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Position Details
Position Information
Position Title Students Records Assistant 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
Registrar’s Office is seeking a
regular, full-time (1.0 FTE) Student Records Assistant. This position is responsible for assisting the Records Office in maintaining accurate and confidential records for full-time and part-time students, both in paper and in the Banner Student system. Responsible for daily processing of student and department requests that affect the student’s academic progression (registration, grading). Assists in solving student related problems. Corresponds with various internal departments and with students regarding their registration and academic records. This position also provides receptionist duties and responds to all in-person, telephone and email inquiries, sort mail and faxes and process address and name changes, assist in the preparation, printing and distribution of transcripts, assist with clerical needs of the department and ensure student information remains confidential.
Duties & Responsibilities
Duties And Responsibilities
- Provide customer service to a high volume of in-person, telephone and email inquiries
- Respond to inquiries using Banner student information system, Xtender Document Imaging, microfiche, student files and consultation with Records Officers and Supervisors.
- Ensure FOIPOP regulations, BCIT and Student Records policies and procedures are adhered to.
- Maintain and order suitable supplies of forms and information for the front counters.
- Maintain and order office supplies as needed.
- Run regular and rush official transcripts within the Student Records service standards and process the credit card payments
- Collect, open and distribute mail to Student Records staff. Processed returned mail.
- Maintain current knowledge of all BCIT Program/Course offerings, start/end dates, personnel and department locations, as well as current BCIT activities.
- Assist Records Officers by undertaking the following processes: course credit requests; student verification letters; lawyer and collection agency requests; verification of enrolment forms, scholarship applications, processes part time studies student files for program approvals and certificate applications
- Maintain filing systems for students and class registers
- Prepare and maintain non electronic Transcripts of Achievement for full time and part time Vocational programs
- Respond to enquiries from program areas and students and assists in solving student program issues
- Maintain Student Records Procedures Manual
- Assist in preparation for and participates with Convocation ceremonies. Proofs BCIT credential for accuracy
- Assist with term end and term start activities. Emails correspondence to students regarding term end student status changes, and registration day term start information.
- Undertakes related duties as assigned, consistent with the job grade of this position.
Qualifications
Qualifications
Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.
Education
- Requires the equivalent of full secondary school plus additional specialized administrative training of 6 months in duration.
Experience
- Requires two years experience plus up to six months practical current experience on this and related jobs inside or outside the Institute
Software/Computer Application(s) And Expertise
- Must have working experience with a large student information system, preferably BCIT’s Student Records BANNER system and Microsoft Office, including Word and Excel.
Communication/Interpersonal Skills
- Must have excellent communication skills and the ability to deal effectively with customers often under strained conditions.
- Must be flexible, organized and detail oriented with a focus on accuracy.
- Ability to work well independently and as a team member and interact with various levels of faculty, staff and administration.
- Needs to ensure confidentiality of student record information is maintained. Tact, diplomacy and good listening skills are essential.
Administrative Skills (e.g. Prioritizing, Minute Taking, Wp Speed, Etc.)
- Ability to work to strict deadlines and changing priorities. Must be able to multitask and problem solve.
Other Skills/Abilities
- Knowledge of BCIT’s programs and courses is preferred
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
- 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
- For more information on our generous benefits, click here!
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 5: $53,641 - $57,817 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 2 Registrar's Office Division 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 02/03/2025 Anticipated End Date
Competition Information
Competition Number 25B511 Competition Open Date 01/04/2025 Competition Close Date 01/16/2025 Open Until Filled? Quicklink for Posting https://careers.bcit.ca/postings/9194
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * What is the highest level of education attained?
- GED
- High School Diploma
- Certificate
- Diploma
- Associates Degree
- Bachelors Degree
- Masters Degree
- PHD
- * How many years of experience do you have in this type of position?
- * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
- I am a current BCIT employee, this is not applicable to my situation.
- I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
- I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
- * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
- I currently reside in 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
Documents Needed to Apply
Required Documents
Optional Documents
