Coordinator, Registrar's Office

6 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**
**) Coordinator**. This position provides a broad range of administrative and support activities to the Registrar, the Registrar’s Office Leadership team and the Registrar’s Office department. Acts as first point of contact for the Office of the Registrar. 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 Registrar’s Office department. Tracks annual business processes and activities, proactively anticipates the needs and initiates the coordination of upcoming events and meetings.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:

- Serves as the first point of contact for the Office of the Registrar; provides preliminary information and refers to Registrar/team leads or to other services/resources as appropriate.
- Keeps informed of the Registrar’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 Office of the Registrar. 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 Registrar’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 Registrar.
- Supports the Registrar 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 Registrar 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 Registrar’s Office department.
- Organizes and coordinates seminars, conferences and activities hosted by the Department.
- Provides administrative support for a variety of programs and projects, including working with sensitive and confidential information, creating and maintaining documentation, organizing meetings and taking minutes.
- 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.
- Reviews

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