Administrative Supervisor, Financial Aid

BCIT’s **Financial Aid department** is seeking a **regular, full-time (1.0**FTE**) Administrative Supervisor, Financial Aid**. The Administrative Supervisor is responsible for the administrative operations of the Financial Aid and Awards department. The incumbent is responsible for the day-to-day supervision of Financial Aid and Awards Representatives, ensures services provided to students are well-maintained, establishes departmental procedures and protocols, and maintains accuracy of internal documents and databases.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:
**Supervision**:

- Coordinates the work of Financial Aid and Award Representatives and any auxiliary staff in providing administrative functioning of financial aid and awards services. Provides backup to these positions, as necessary.
- Supervises support staff including selection, training in Financial Aid and Awards procedures and performance management. Allocates work, schedules breaks, establishes priorities and resolves problems. Ensures the maintenance and appropriate records and documentation for all staff members.
- Trains staff including stakeholders on processes related to the proficient use of internal systems used to track and maintain accurate records of students, awards, bursaries, scholarships, and appointments. Ensures that all administrative processes such as filing, data tracking, electronic records, and educational materials are maintained according to departmental processes.
- Ensures staff are apprised of updated information, policies, processes and technology.
- Troubleshoots difficult administrative situations, taking immediate action to resolve issues for students, employers, and staff without any further consultation. Refers especially difficult situations to the Manager, Student Financial Assistance and Awards.

**Administration**:

- Processes, monitors, and records daily records, inquiries, and pending approvals and ensures timely responses to all departmental transactions.
- 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, scheduling, facilities and equipment matters. Provides statistical reporting for the department.
- Maintains thorough knowledge of and ability to interpret federal and provincial policy and procedures manuals, including government amendments and policy clarifications.
- Maintains thorough knowledge of the awards and bursaries policies and procedures.
- Monitors the processing of student loan reassessments and locating appropriate documents and submitting for releasing of funds or refunds
- Liaises with the Manager in setting departmental priorities and projecting work flow.
- Works with the Manager, and Marketing and Communications department representative to establish annual materials.
- Establishes frontline procedure guidelines and participates in training initiatives as identified by the department, including maintaining training materials.
- Participates in and develops long
- and short-term objectives for the Financial Aid and Awards department and provides guidance and tools to ensure these are met.
- Identifies potential issues and makes recommendations for changes/improvements to the Manager.
- Maintains, updates, and assigns weekly tasks associated with the processing of student and departmental information.
- 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 job 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**:

- Diploma of Business, Technology or completion of equivalent two-year program.

**Experience**:

- Two years of general experience plus two years of administrative and supervisory experience, preferably in financial aid in a post-secondary environment.
- Good understanding of BCIT programs, polices and procedures.

**Software/Computer Application(s) and Expertise**:

- Strong computer skills with proven experience using database software.

**Communication/Interpersonal Skills**:

- Excellent written, verbal, and interpersonal skills with an ability to work effectively with mínimal supervision with diverse populations.
- Must possess excellent leadership and diplomacy skills with proven experience creating a positive team environment.
- Must be customer service and detail oriented, self-directed, responsible and dependable.
- Ability to deal with difficult or sensitive matt