Job Description

BCIT\xe2\x80\x99s Registrar\xe2\x80\x99s Office is seeking a temporary, full-time (1.0 FTE ) Systems Coordinator, Admissions. This position is responsible for the efficient and effective operations of the systems components of Admissions, including the coordination of cyclical activities and maintenance of accurate and complete data for all admissions related activities. The Systems Coordinator takes on a leadership role in identification and implementation of new processes and systems, creates and produces a variety of specialized reports and participates in achieving the overall strategic and operational goals of Admissions. Activities include providing technical support and training to Admissions staff, problem-solving systems-related and operational issues, maintaining and supporting student application systems, collaborating with Registrar\xe2\x80\x99s Office (RO) Functional Analysts and Information Technology Services (ITS) staff to enhance existing and develop new online functionality; developing, documenting and implementing business processes, improvements and procedures. This position will supervise staff in the absence of the department Supervisor and carry out special projects from inception to completion as assigned by the Associate Registrar.


Duties & Responsibilities

DUTIES AND RESPONSIBILITIES :

Systems Support, Implementation, Enhancements and Maintenance:

• Troubleshoots and resolves hardware, software and connectivity issues; analyzes and resolves problems related to business applications affecting Admissions; implements hardware and software upgrades and/or new systems.
• Implements, maintains and supports content and controls for admission systems based on Academic and RO needs.
• Facilitates admissions intake maintenance.
• Authorizes and/or grants access to applicant systems and reports.
• Assesses requests for system changes to determine impact, risk, feasibility and priority
• Works in collaboration with RO Systems to provide functional support and direction on modifications and upgrades.
• Participates in the planning, design, implementation and ongoing coordination of Admissions and systems-related activities.
• Maintains currency with systems-related topics, recommends and tests system modifications.
• As the subject matter expert (SME), provides direction and technical advice regarding student systems and data to RO staff and other Institute departments as it relates to admissions.
• As lead Banner Module Specialist (BMS) within Admissions, develops test plans/cases, assigns duties and/or participates in testing activities, summarizes findings and liaises with RO Functional Analysts and ITS for any system upgrades and/or technical enhancements.
• Works closely with RO Functional Analysts during cyclical activities to ensure the communications and statistics are accurate.
• Creates ITS service requests for Admissions business needs; liaises between end-users and ITS.

Admissions Business Process, Improvement & Project Leadership:

• Provides leadership in leveraging systems and online functionality to meet prospective and existing student needs.
• Collaborates with Admissions Supervisor to review, documents and streamlines business processes for improving work flow, quality control, responding to changing priorities and improving service standards.
• In conjunction with the Admissions Supervisor, develops and maintains operational procedures for Admissions, maximizing efficiencies, optimizing customer service and ensuring data integrity.
• Participates as a member or as team leader of technical and design project teams for new systems or system upgrades, modifications and/or enhancements that impact applicants and/or admissions business processes.
• In consultation with RO Systems staff, develops detailed specifications for modifications or enhancements to the student information system.
• Works closely with RO Systems staff to provide functional support and direction on system design, functionality and data requirements.
• Consults with appropriate Institute personnel on feasibility and value of new technology related to admission operations.
• Queries requests for changes that may not follow policy or appear inconsistent with current procedures.

Leadership:

• In conjunction with Admissions Supervisor, develops training materials, delivers and/or oversees delivery of staff training in use of Student Information system.
• Represents department at cross departmental meetings as required.

Reporting:

• Maintains up-to-date program intake information, and regularly articulates the information amongst related departments.
• In conjunction with RO Systems staff, creates ad-hoc reports as required to support data quality, business process improvement and quality assurance.
• Develops manual data cleanup activities and provides guidance to Admissions staff for data cleanup.
• Corrects data quality issues and coordinates data cleanup amongst Admissions staff; runs reports to verify accuracy once data cleanup activities are complete.
• Acts as the data custodian for all Admissions-related information, ensuring accurate and complete data is maintained and in accordance with institutional polices.

Operational and Other Duties:

• In conjunction with the Admissions Supervisor, maintains ongoing communication with Admissions staff, other RO and Student Service departments and program areas in connection with Admissions-related issues.
• Ensures department website is accurate and, as needed, liaises with other departments to that effect.
• Participates in problem solving for institutional issues that impact customer service or Admissions operations and recommends adjustments to procedures and practices to accommodate changing needs
• Maintains current knowledge of all program/course offerings and their associated admissions-related cycles
• Maintains current knowledge of Institute Policies and ensures that Admissions procedures and registrarial guidelines are in compliance.
• Consults with the Associate Registrars to resolve issues requiring management oversight, higher-level problem solving and decision making that may have significant operational impact.
• 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.

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\xe2\x80\x99s existing qualifications.

Education:

• Diploma in Computer Systems, Business Information Systems or related program.

Experience:

• Two years general experience plus four years of current, relevant experience working in an academic institution or public sector environment.

Software/Computer Application(s) and Expertise:

• Proven understanding of integrated systems including knowledge of hardware, software and connectivity elements and the interface between them.
• Knowledge of enterprise e-mail, online content management systems and extensive knowledge in student admissions systems, databases, reporting tools, Microsoft Office applications and HTML.
• Proficiency in verifying data and the integrity of information.
• Experience creating business process mapping diagrams.

Communication/Interpersonal Skills:

• Demonstrated ability to work well in a team environment.
• Excellent verbal and written communication skills, including the development of procedural and technical documentation.
• Demonstrated experience producing and presenting material to a varied audience.
• Excellent customer service skills and the ability to assess student issues with fairness and equity.
• Effective individual and group communication and presentation skills.

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

• Proven ability to problem-solve, organize, prioritize and delegate tasks, respond to tight deadlines and demanding workloads in a complex and rapidly changing environment while maintaining a high level of attention to detail.
• Proven ability to manage projects from inception to conclusion.
• Understanding of documentation, policies, procedures and their application in mission-critical environments
• Ability to assess, analyze, plan, problem-solve and make responsible decisions.

Other Skills/Abilities:

• Must be adaptable to rapid changes in technology.
• High level of initiative with demonstrated experience working autonomously and with minimal direction.
• Familiarity with lean business principles and methodologies.
• Demonstrated ability to work in a flexible, collaborative and team-oriented environment.
• Excellent interpersonal, negotiation and customer service skills.
• Proven ability to work effectively with a wide variety of managers and staff at various organizational levels and capacities.
• Demonstrated experience leading and training staff using tact and diplomacy in student-related and business systems.
• Must be available to work extended hours and weekends as required.

Additional Information

Benefits \xe2\x80\x93 Why you\xe2\x80\x99d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan \xe2\x80\x93 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 RecruitmentAssistant@bcit.ca 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 xwm\xc9\x99\xce\xb8kw\xc9\x99y\xcc\x93\xc9\x99m (Musqueam), S\xe1\xb8\xb5wx\xcc\xb1w\xc3\xba7mesh (Squamish), and s\xc9\x99l\xcc\x93ilw\xc9\x99ta\xc9\x81\xc9\xac (Tsleil-Waututh).


Salary Range
Salary Grade 9; $64,353 - $69,868 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


School/Service Area
RO Admissions


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
01/15/2024


Anticipated End Date
03/28/2025


Competition Information



Competition Number
23B357


Competition Open Date
12/02/2023


Competition Close Date
12/12/2023


Open Until Filled?
No