Apprentice Service Supervisor

1 month ago

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

BCIT’s **Registrar’s Office** is seeking a **temporary, full-time (1.0**FTE**) Apprentice Services Supervisor.** This position ensures the Apprentice Office is running smoothly while maintaining optimum customer service. Coordinates the work of Customer Service Reps providing registration, cashiering and information service to customers. Must provide back-up to any of these positions ensuring that a strong level of understanding and knowledge is maintained the above stated role. Plans, develops, updates, documents and implements policies, systems and procedures through consultation with staff, manager, other BCIT departments and /or committees. Gathers data and prepares reports and recommendations on staffing, budgeting, scheduling, facilities and equipment matters. This position provides statistical reporting to many stakeholders including at the Dean and VP level.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Supervises seven Apprentice Services staff including selection, training and performance appraisals. Assigns and monitors staff work distribution, ensures staff coverage, schedules staff vacations, establishes priorities and resolves staff conflict/problems. Maintains the online attendance, appropriate records and documentation for all staff members. Ensures that staff is trained and knowledgeable in BCIT and Registrars’ Office policies and procedures and are appraised of all updated information, processes, new programs and technology. Develops and updates staff procedure manuals.
- Gathers, analyzes, and interprets data, identifies programs having difficulty filling, recommends recruitment initiatives or other action.
- Analyzes operational needs and prepares reports and recommendations on staffing, scheduling facilities and equipment matters. Works with and monitors the Apprentice Services department budget.
- Analyzes the processes used in the everyday operation, identifies problems that impact operations of the department and recommends and implements solutions that will minimize operating costs and improve quality. Makes recommendations for modifications to existing policies and/or development of new policies. I.e. ensures issues with InterProvincial exams are resolved immediately, coordinates plans and problem solves any issues arising with IP; proactively develop plan to ensure issues do not re-occur.
- Maintains consistent, timely communication with Apprentices i.e. moves, cancellations of programs.
- Troubleshoots difficult and hostile situations as encountered by Apprentice Services office staff members. Deals with irate students and parents and ensures that the FOIPOP policy is adhered to and is followed by all staff members
- Coordinates and organizes all activities, projects and cyclical events. Monitors and ensures the office telephone and voice mail is accurate and up to date.
- Reviews, prepares, composes and updates all office internal and external letters and correspondence.
- Liaise with Systems Coordinator, centralized computing service and Banner Support services to ensure consistent and reliable functioning of the automated student information system, monitors data input to ensure accurateness and completeness of same. Is the Banner Module Specialist for Apprentice Services department; develops systems and operational procedures, troubleshoots, provides training to system users, analyzes reporting needs, coordinates data requirements, monitors data input, ensures accurateness and completeness.
- Represents and is the direct liaison for the department on various committees, professional associations, organizations, and public funded bodies (i.e. ITA, Apprentice Working Group, etc.). Organizes and chairs department meetings, organizes all logistics of Apprentice Working Group meetings, and participate in other BCIT departmental meetings as required.
- Participates and develops long and short term goals and objectives for the Apprentice department and provides guidance and tools to ensure these are implemented. Participates in the development of goals and objectives for the Registrar’s office
- Carries out the entering of client information on student information system (Banner), which includes collecting all employer information and individual Ids for the ITA.
- Liaises, collaborates and follows up with various internal departments and outside agencies/employers on an on-going basis.
- Identifies errors on reports or correspondence and ensures appropriate action is taken to rectify problems.
- Produces class list packages, takes appropriate action to contact absent apprentices and updates the information to all appropriate internal and external departments.
- Creates draft Banner letters, keeps all department communications up to date, informs staff as changes occur, and maintains department’s electronic files.
- Works with Course File to verify and update apprentice course information on Banner.

Other
- Alerts Associate Registrar to issues that require

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