Systems Coordinator, Records

BCIT’s
- **Registrar’s Office** is seeking a
- **temporary, full-time (1.0**
**FTE**
**) Systems Coordinator, Records**. This position is responsible for the efficient and effective operations of the system components of the department, including the coordination of cyclical activities and maintenance of accurate and complete data for all related activities. The Systems Coordinator takes on a leadership role in the 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 the department. This position provides technical support and training to staff, collaborates with Registrar’s Office (RO) Functional Analysts and the Information Technology Services (ITS) department staff to enhance existing and new functionality; as well as business process documentation. 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 Supervisor or Associate Registrar.**Duties & Responsibilities**

**DUTIES**
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**AND**
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**RESPONSIBILITIES***:
**Systems Support, Implementation, Enhancements and Maintenance**:

- Assesses requests for system changes to determine impact, risk, feasibility and priority.
- Works in collaboration with RO Systems team to provide functional support and direction on modifications and upgrades.
- As Banner Module Specialist (BMS), identifies requirements, recommends modifications and conducts extensive testing during software upgrades.
- Liaises with RO Systems and ITS on behalf of the department on system anomalies; recommends and collaborates on solutions and implementation of systems changes.
- Works with Web Services to overcome programming-related issues with respect to display of Banner information on BCIT website.

**Business Process, Improvement and Project Leadership**:

- Analyzes and streamlines business processes to meet the demands and changing priorities of the department and improve data quality.
- Identifies, resolves, and implements solutions within a multi-term environment driven by overlapping deadlines.
- Develops catalogue models for new programs which reflect the program’s structure and desired attributes of the teaching departments.
- Creates, enters and maintains all full and part-time course catalogue information, including unique BCIT programs for all domestic and international activities.
- Troubleshoots issues that impact registration activities, term structures, refund dates, calculations of credits, billing hours, tuition assessments, etc.
- Creates and maintains course and program structures, including complex and unique activities, and ensures accuracy in both internal and public-facing systems.
- Collaborates with internal stakeholders to ensure tuition assessment functions in accordance with tuition principles and Institute policies.
- Liaises with faculty and staff to advise on unique courses and programs.
- Collaborates on projects with internal stakeholders across BCIT.

**Leadership**:

- Provides backup in the absence of the department Supervisor, including but not limited to resolving scheduling, workload and interpersonal challenges.
- Provides training and guidance to department staff. Develops and documents operational and training procedures.
- Manages a dynamic full and part-time studies course and program catalogue database to facilitate student registration and progression to graduation.
- Provides leadership on data decisions, data input and discrepancy resolution.

**Reporting and Quality Assurance**:

- Creates reports to support data quality, business process improvement and quality assurance; audits course data to ensure that standards are met.
- Determines correct coding of courses and programs to meet the needs of Central Data Warehouse submissions and student tax receipts; liaises with the Associate Registrar, RO Systems and/or Institutional Research as needed.
- Maintains quality control by implementing processes to validate the work of others.
- Provides final quality assurance checks to ensure that the systems facilitate the above Institutional activities with accuracy and integrity.

**Operational and Other Duties**:

- Assists the Program Information Administrator in reviewing submissions for course and program changes to identify any operational issues and provide options for alternate solutions.
- Works with the Timetabling Office to develop student timetables.
- Develops, documents and maintains a records management system.
- Liaises with Learner Services for part-time studies issues.
- Represents the department at cross-departmental meetings as required.
- 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.

**Qualifica