Apprentice Service Representative

Position Summary

BCIT’s Registrar’s Office is seeking a regular, full-time (1.0 FTE) Apprentice Service Representative. This role supports apprenticeship programs and guides apprentice students through their educational journey within BCIT’s Registrar’s Office. This role provides support by responding to inquiries, delivering detailed program information, and supporting the enrollment and registration processes. Responsibilities include preparing and processing apprentice fee invoices, updating student records, tracking financial transactions, and ensuring timely fee payments. Duties & Responsibilities DUTIES AND RESPONSIBILITIES:

• Utilizes comprehensive knowledge of BCIT’s apprentice services to respond to front-line inquiries, ensuring compliance with procedures, policies, regulations, eligibility criteria, and application and registration processes.
• Organizes own tasks and deadlines while ensuring timely response to inquiries and updates related to apprenticeship programs, training schedules, and enrolment requirements.
• Monitors program updates and changes of apprenticeship programs, such as training schedules, enrolment requirements, and deadlines, and provides updates to students and relevant parties in a timely manner. Coordinates with internal departments to ensure both program and student needs are effectively supported.
• Collects and checks academic and criminal records for prospective students to ensure they meet program’s registration entry requirements, advises on how to satisfy missing requirements, and prepares informational materials for applicants. Provides recommendations for alternative solutions for students on registration and fee payments.
• Monitors program enrolment, administers the interest waitlists, and facilitates enrolment and registration processes to ensure capacity is met.
• Acts as a liaison with external agencies and employers on registration, enrolment changes, and capacity availability, and collects invoice request documents, ensuring adherence to the agreement guidelines and applying eligibility requirements of programs from WorkBC, SkilledTradesBC, etc.
• Acquires and maintains an in-depth understanding of the policies and procedures of external institutions, organizations, and unions, offering guidance to students in navigating these complexities to achieve their learning outcomes.
• Facilitates seat reserves, invoice processing, and other relevant procedures as stipulated in the agreements, ensuring compliance with rules and guidelines outlined in existing agreements and memorandums of understanding (MOU) with partner organizations.
• Supports the review and verification of the online information on BCIT publications and Trades Training Plans to mitigate errors.
• Maintains data integrity through regular audits, ensuring student and program information is current and accurate. Creates and documents procedures relating to the Apprentice Services program.
• Participates in and stays updated on records management training, policies, and procedures in accordance with BCIT and FOIPOP standards.
• Performs additional duties as required, consistent with the job grade for 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 training of up to 1 year duration, i.e., full administrative program, BCIT certificate program.

Experience:

• Two years general office experience plus up to one year’s current experience in a similar position (in a high volume educational or customer service environment).
• Experience in a computerized environment preferred.
• Must have formal training and experience using Microsoft Office software and be comfortable with computer technology.
• Ability to work independently and as a member of a team.
• Ability to work under pressure, with a high level of accuracy and initiative.
• Strong multi-tasking, time management, planning, organizational, attention to detail, problem-solving and troubleshooting skills.
• Must be adaptable to rapid changes in technology related to the Registrar’s Office.
• Must be customer-service oriented with an emphasis on excellent interpersonal and communication skills.

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
• Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. 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 us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire.

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).