Coordinator, Student Success - Jobs in Burnaby, BC

Job Description

BCIT’s Student Services department is seeking a regular, full-time (1.0 FTE) Coordinator. Provides a broad range of administrative and support activities to the Senior Director Student Success, the Student Success Leadership team and the Student Success department. Acts as first point of contact for the Student Success office. Provides coordination for the department on the planning and implementation of department-wide projects and initiatives. The position is responsible for assisting with maintaining the consistency of administrative processes and procedures across the various groups within the Student Success department. Tracks annual business processes and activities, proactively anticipates the needs and initiates the coordination of upcoming events and meetings.Duties & ResponsibilitiesDUTIES AND RESPONSIBILITIES:

• Serves as the first point of contact for the Student Success Department; provides preliminary information and refers to Senior Director/team leads or to other services/resources as appropriate.
• Keeps informed of the Senior Director’s and the Department’s goals, initiatives, processes and services. Establishes priorities and responds to emerging issues appropriately.
• Maintains confidential filing system for sensitive information and adheres to records management guidelines including disposition and retention of files.
• Collates monthly and yearly department statistics for use in reports. Works with departmental coordinators to create annual reports and assists in drafting divisional research and reports.
• Monitors office supplies and places orders as necessary.
• Liaises with Facilities, Procurement, and/or logistics to ensure space and moves for department staff are well supported.
• Coordinates and provides support for the department’s office on social events, division-wide events and meetings. Arranges representation from the department for BCIT events.
• Maintains attendance records for departments and teams, ensuring information is collected, maintained and approved. Communicates to, and works with, Human Resources on short term and long term leaves.
• Supports the onboarding activities within the Senior Director’s office. This includes being the departmental contact representative for initiating e-hires, data/material and web access, coordination of building access including key issuance, security and facilities management issues.
• Facilitates and provides new and ongoing orientation and support to Department staff on Institutional procedures and policies, such as telecommunications, attendance policies and records management.
• Maintains the Senior Director’s calendar and arranges meetings, including coordinating, preparing and distributing meeting agendas and backup materials; coordinating meeting invites including room bookings; taking and distributing meeting notes; and following up on action items. Provides similar support to other managers, as requested by the Senior Director
• Supports the Senior Director by collecting information and preparing documents, presentations and reports for meetings, committees, hearings and boards.
• Screens, reroutes and actions inquiries, requests for information, requests for meetings or tours, student complaints and other incoming communications. Ensures Senior Director is apprised on a variety of matters, including BCIT personnel, visitors and outside agencies.
• Creates, implements and maintains a variety of departmental tools and procedures including templates, forms and administrative reports for utilization by all areas within the Student Success department.
• Organizes and coordinates seminars, conferences and activities hosted by the Department.
• Provides administrative support to the Decision Review Board, including collecting confidential information, liaising with panel members, appellants and decision makers, and creating hearing packages
• Provides administrative support to the Behavioural Intervention Team, including distributing highly sensitive student information to appropriate personnel, organizing meetings, and taking meeting minutes
• Receives inquiries from faculty, management, and students who have concerns about student behaviours. Acts on urgent concerns by referring to the Student Success leadership team.
• Creates and distributes communications to students facing student conduct allegations or heighted concerning behaviours.
• Processes various purchases and subscriptions and submits expenses and travel claims.
• Runs, prepares and monitors various expense reports. Reviews and reconciles monthly purchases to expense reports and purchase card statements.
• Supports divisional staff in assessing, planning, and implementing special projects and in the submission of grant proposals for external funds by providing coordination and administrative assistance.
• Researches information for projects and events through a variety of sources, compiles and synthesizes data and information; Prepares reports, summaries or responses to inquiries.
• Independently monitors and maintains divisional membership lists, staff lists, distribution lists, and other directories.
• Organizes resources and participates in planning of major operational projects and/or events for the department. Some event organization requires interacting with industry, government and consultants.
• Under the direction of management, schedules and maintains resources for Institution-wide educational programs, such as the Be More Than a Bystander program or Responding to Disclosures training.
• Reviews BCIT’s Student Success website and implements improvements, ongoing maintenance of website content.
• 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.
• 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 for this position.

QualificationsQUALIFICATIONS:Definition:The qualifications section for this job 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 completion of two years’ post-secondary education in administrative skills and business administration, or equivalent education including formal training in MS Office products.

Experience:

• Two years’ general experience plus two years’ experience in a senior administrative position.

Software/Computer Application(s) and Expertise:

• Strong proficiency using MS Office products.
• Advanced knowledge of Cognos, Banner, and records management systems preferred.Communication/Interpersonal Skills:
• Excellent interpersonal, organizational, planning, coordination and follow-up skills.
• Excellent written and oral communication skills.
• Ability to communicate on sensitive matters with tact, discretion, and confidentiality.
• Ability to proactively plan for people’s needs
• Ability to provide exemplary customer service and support to all internal and external clients.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• Excellent problem solving skills
• Proven ability to establish priorities, work to deadlines and make responsible decisions while maintaining attention to detail.
• Experience in writing reports and taking minutes.

Other Skills/Abilities:

• Leadership abilities.
• Excellent judgment and ability to respond to crisis situations
• Proven customer service focus.
• Demonstrated ability to work both independently and as a team member.
• Excellent knowledge of BCIT operations an asset.

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 Flexible Learningcourses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact [email protected] so we can best support you. 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: $54,753 - $59,521 per annum.Additional Salary InformationExternal 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 DetailsPosting Category AdministrationSchool/Service Area Student ServicesCampus Location Burnaby campusBargaining Unit BCGEU Support StaffJob Status RegularFull-Time/Part-Time Full-TimeNumber of Vacancies 1Anticipated Start Date 04/03/2023Anticipated End DateCompetition InformationCompetition Number 23B205Competition Open Date 02/08/2023Competition Close Date 02/17/2023Open Until FilledQuick Apply

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