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Position Details
Position Information
Position Title Admissions 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
temporary, full-time (1.0 FTE) Admissions Assistant. This position is responsible for providing front line customer service to applicants and existing students of Advanced Placement and Degree programs and for providing clerical and administrative support to the Admissions department including scanning and indexing documents using a document imaging system.
Duties & Responsibilities
Duties And Responsibilities
General Support:
- Provides training to other staff on safe and productive use of the document imaging system.
- Provides relief coverage to Admissions Assistants Admissions and APDP during vacation/lunch/term start.
- Retrieves and replaces files.
- Prepares admissions packages as required.
- Provides clerical support to the department as assigned e.g. word processing, mailing, photocopying, sorting and sending messages etc.
- Addresses any additional processing needs of the department such as any additional scanning or special requests.
Admissions Assistance
- Collects, opens and distributes incoming mail
- Identifies application problems and resolves issues (e.g. applied to wrong program/level etc.)
- Maintains applicant files, including updating applicant information
- Prepares applicant files for Officers by pulling and merging existing student records
- Prepares labels for files using Intaglio
- Maintains a supply of forms and information packages
Advanced Placement And Degree Programs Support
- Screens all incoming and calls, email and in person inquiries to determine which inquiries can be answered with general information and which ones require an Officer
- Provides information to the customer including application status, details of outstanding/received documentation, program change/transfer processes and application deadline dates.
- Provides basic information and referrals to other departments when responding to questions regarding Financial Aid, Student Records, Admissions, etc.
- Accepts and reviews applications to ensure correctness, supporting documentation and transcripts have been attached and payment of application fee is processed
- Collects cheques, processes on-line payments
- Performs payment close-out procedures on Banner
Database Records Entry
- Enters application information on student information system (Banner) and ensure accuracy of data
- Downloads web applications daily onto the student information system
- Ensures all applications are input accurately and processed in a timely manner
- Keeps abreast of specific programs whose acceptance of applications is only for a certain time-frame and specific programs which require all pre-requisites and documentation to be submitted by a specific date
- Keeps abreast of changes to Banner data requirements
- Block registers students, withdrawal of students, change programs as requested
- Inputs student data and name changes, maintain current student address information
- Processes returned mail
Document Imaging Duties
- Prioritizes and schedules jobs, obtains supplies needed, sorts and organizes master files.
- Scans and converts hard copy originals to digital source documents:
- Opens mail/faxes and organizes for scanning
- For re-admitted students removes documents from paper files and determines whether a document is to be scanned or shredded in accordance with an approved retention schedule
- Shreds paper documents that have been culled and checked
- ID searches each submitted document and writes ID on top of each document,
- Date stamps documents
- Monitors and inspects all images to ensure quality is optimized; straighten and clean up images for re-scanning when necessary.
- Prepares and manages a daily batch to track all files. Periodically produces a frequency count for accountability reporting.
- Indexes images to the appropriate student and categorizes document according to document type.
- Submits scanned paper originals to Admissions Officer for processing and/or sends email Admission Officer for follow up.
Other:
- Participates in Records Custodian training and remains current with recordkeeping 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), 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 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
- Grade 12 plus up to 1 year post secondary education in Business, Customer Service or Computer applications.
Experience
- Requires two years general office experience plus up to 1 year experience in a position of similar responsibility.
Software/Computer Application(s) And Expertise
- Must have working experience with a large student information system, preferably BCIT’s
BANNER system.
- Proficiency using MS Office.
- Document Management experience an asset.
Communication/Interpersonal Skills
- Ability to work under pressure with accuracy and initiative is essential.
- Must be customer-service oriented with an emphasis on excellent interpersonal, communication skills as well as the ability to work independently and as a team member.
Administrative Skills
- Accurate keyboard skills of 50 wpm.
- Must be able to multitask and problem solve.
- Excellent organizational skills with the ability to prioritize and meet tight deadlines.
- Ability to extract, interpret and analyze data quickly and efficiently.
- Ability to work at a computer for extended periods and pay close attention to detail.
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 Temporary Full-Time/Part-Time Full-Time Number of Vacancies 1 Anticipated Start Date 01/20/2025 Anticipated End Date 10/31/2025
Competition Information
Competition Number 24B503 Competition Open Date 12/04/2024 Competition Close Date 01/01/2025 Open Until Filled? Quicklink for Posting https://careers.bcit.ca/postings/9118
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
