Apprentice Services, Supervisor - Jobs in Burnaby, BC

Job Description

BCIT’s Registrar’s Office is seeking a temporary, full-time (1.0 FTE) Apprentice Services, Supervisor. Ensures the Apprentice Office is running smoothly while maintaining optimum customer service. Coordinates the work of Customer Service Reps providing registration, cashiering and information service to customers. Must provide back-up to any of these positions ensuring that a strong level of understanding and knowledge is maintained the above stated role. Plans, develops, updates, documents and implements policies, systems and procedures through consultation with staff, manager, other BCIT departments and /or committees. Gathers data and prepares reports and recommendations on staffing, budgeting, scheduling, facilities and equipment matters. This position provides statistical reporting to many stakeholders including at the Dean and VP level.Duties & ResponsibilitiesDUTIES & RESPONIBILITIES:

• Supervises seven Apprentice Services staff including selection, training and performance appraisals. Assigns and monitors staff work distribution, ensures staff coverage, schedules staff vacations, establishes priorities and resolves staff conflict/problems. Maintains the online attendance, appropriate records and documentation for all staff members. Ensures that staff is trained and knowledgeable in BCIT and Registrars’ Office policies and procedures and are appraised of all updated information, processes, new programs and technology. Develops and updates staff procedure manuals.
• Gathers, analyzes, and interprets data, identifies programs having difficulty filling, recommends recruitment initiatives or other action.
• Analyzes operational needs and prepares reports and recommendations on staffing, scheduling facilities and equipment matters. Works with and monitors the Apprentice Services department budget.
• Analyzes the processes used in the everyday operation, identifies problems that impact operations of the department and recommends and implements 2 solutions that will minimize operating costs and improve quality. Makes recommendations for modifications to existing policies and/or development of new policies. I.e. ensures issues with InterProvincial exams are resolved immediately, coordinates plans and problem solves any issues arising with IP; proactively develop plan to ensure issues do not re-occur.
• Reviews, analyzes and interprets the application statistics and data for every program, identifies areas of concern, addresses barriers, makes recommendations, assists with cross recruiting activities, and ensures that the mandate of BCIT is being met.
• Maintains consistent, timely communication with Apprentices i.e. moves, cancellations of programs.
• Troubleshoots difficult and hostile situations as encountered by Apprentice Services office staff members. Deals with irate students and parents and ensures that the FOIPOP policy is adhered to and is followed by all staff members
• Coordinates and organizes all activities, projects and cyclical events. Monitors and ensures the office telephone and voice mail is accurate and up to date.
• Reviews, prepares, composes and updates all office internal and external letters and correspondence.
• Liaise with Systems Coordinator, centralized computing service and Banner Support services to ensure consistent and reliable functioning of the automated student information system, monitors data input to ensure accurateness and completeness of same. Is the Banner Module Specialist for Apprentice Services department; develops systems and operational procedures, troubleshoots, provides training to system users, analyzes reporting needs, coordinates data requirements, monitors data input, ensures accurateness and completeness.
• Represents and is the direct liaison for the department on various committees, professional associations, organizations, and public funded bodies (i.e. ITA, Apprentice Working Group, etc.). Organizes and chairs department meetings, organizes all logistics of Apprentice Working Group meetings, and participate in other BCIT departmental meetings as required.
• Participates and develops long and short term goals and objectives for the Apprentice department and provides guidance and tools to ensure these are implemented. Participates in the development of goals and objectives for the Registrar’s office
• Maintains an in-depth knowledge of, and interprets where appropriate, policies, rules, regulations, eligibility criteria, procedures, and application processes fees course availability to BCIT trade programs and courses. Responds to routine and non-routine inquiries from current, prospective, and previous students as well as parents, internal and external agencies.
• Carries out the entering of client information on student information system (Banner), which includes collecting all employer information and individual Ids for the ITA.
• Liaises, collaborates and follows up with various internal departments and outside agencies/employers on an on-going basis.
• Ensures that accepted applicants have fulfilled financial obligations to the institute by required deadlines, negotiates payment of fees for low enrolment programs, tracks tuition payments through Cognos reports, withdraws apprentices for outstanding balance and/or communicates with finance to apply financial holds, referring issues to Manager as required.
• Identifies errors on reports or correspondence and ensures appropriate action is taken to rectify problems.
• Produces class list packages, takes appropriate action to contact absent apprentices and updates the information to all appropriate internal and external departments.
• Creates draft Banner letters, keeps all department communications up to date, informs staff as changes occur, and maintains department’s electronic files.
• Works with Course File to verify and update apprentice course information on Banner.

OTHER:

• Alerts Associate Registrar to issues that require further action i.e. investigations etc.
• Orders departmental supplies as needed.
• Understands and ensures student’s confidentiality and privacy in relation to the FOIPOP Act.
• Participates in Records Custodian training and remains current with 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), 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

QualificationsQUALIFICATIONS: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 completion of specialized training programs of up to two year’s duration. For example, a Diploma of Technology or completion of equivalent two year program in Administrative, Operations or Financial Management.Experience: Two years general registrarial experience plus four years in a similar position (which includes one year’s experience in a supervisory capacity).Software/Computer Application(s) and Expertise: Familiarity with the internet and BCIT’s website specifically. Proven comprehensive knowledge and ability with an on-line records system is required, preferably in BANNER; Microsoft Office (including WORD & EXCEL), and current BCIT reporting tool – Cognos.Communication/Interpersonal Skills: Supervision of staffing using appropriate tact, diplomacy and leadership within the guidelines of the Collective Agreement. Must have proven ability to work in a team environment and deal effectively with various levels of staff faculty and administration. Must have excellent customer service and problem solving skills. Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.): Must be able to meet tight deadlines, make responsible decisions and provide a positive team setting.Additional InformationBenefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT PTS courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

Salary Range Salary Grade 9: $57,937 - $62,941 per annum.Additional Salary InformationExternal 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.Position DetailsPosting Category AdministrationSchool/Service Area RO AdmissionsCampus Location Burnaby campusBargaining Unit BCGEU Support StaffJob Status TemporaryFull-Time/Part-Time Full-TimeNumber of Vacancies 1Anticipated Start Date 10/17/2022Anticipated End Date 11/06/2023Competition InformationCompetition Number 22B140Competition Open Date 09/14/2022Competition Close Date 09/25/2022Open Until Filled NoQuick Apply

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