Apprentice Service Representative

2 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’S **Registrar’s Office** is seeking a** regular, full-time (1.0 **FTE**) Apprentice Service Representative.** This position 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**:

- 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 time. 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 recommendation of alternative solutions for students on registration and fee payments.
- Monitors programs enrolment, administers the interest waitlists, and facilitates enrolments and registrations processes to ensure capacity is met.
- 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_**:

- For more information on our generous benefits, **click here**
- 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 (Squ

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