Student Records Assistant

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Respond to inquiries using Banner student information system, Xtender Document Imaging, microfiche, student files and consultation with Records Officers and Supervisors.
- Ensure FOIPOP regulations, BCIT and Student Records policies and procedures are adhered to.
- Maintain and order suitable supplies of forms and information for the front counters.
- Maintain and order office supplies as needed.
- Run regular and rush official transcripts within the Student Records service standards and process the credit card payments
- Collect, open and distribute mail to Student Records staff. Processed returned mail.
- Maintain current knowledge of all BCIT Program/Course offerings, start/end dates, personnel and department locations, as well as current BCIT activities.
- Maintain filing systems for students and class registers
- Prepare and maintain non-electronic Transcripts of Achievement for full-time and part-time Vocational programs
- Respond to enquiries from program areas and students and assists in solving student program issues
- Maintain Student Records Procedures Manual
- Assist in preparation for and participates with Convocation ceremonies. Proofs BCIT credential for accuracy
- Undertakes related duties as assigned, consistent with the job grade of 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 administrative training of 6 months in duration.

**Experience**:

- Requires two years experience plus up to six months practical current experience on this and related jobs inside or outside the Institute.

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

- Must have working experience with a large student information system, preferably BCIT’s Student Records BANNER system and Microsoft Office, including Word and Excel.

**Communication/Interpersonal Skills**:

- Must have excellent communication skills and the ability to deal effectively with customers often under strained conditions.
- Must be flexible, organized and detail oriented with a focus on accuracy.
- Ability to work well independently and as a team member and interact with various levels of faculty, staff and administration.
- Needs to ensure confidentiality of student record information is maintained.
- Tact, diplomacy and good listening skills are essential.

**Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.)**:

- Ability to work to strict deadlines and changing priorities. Must be able to multitask and problem solve.

**Other Skills/Abilities**:

- Knowledge of BCIT’s programs and courses is preferred

**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_**:

- Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. 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 (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh)._

**Salary Range**
- Salary Grade 5: $53,641 - $57,817 per annum.

**Additional Salary Information**
- External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.

Position Details

**Posting Category**
- Administration

**Department 2**
- Registrar's Office Division

**Campus Location**
- Burnaby campus

**Bargaining Unit**
- BCGEU Support Staff

**Job Status**
- Regular

**Full-Time/Part-Time**
- Full-Time

**Number of Vacancies**
- 1

**Anticipated Start Date**
- 09/30/2025

**Anticipated End Date**

Competition Information

**Competition Number**
- 25B602

**Competition Open Date**
- 09/06/2025

**Competition Close Date**
- 09/17/2025

**Open Until Filled?