BCIT’s Student Success department is seeking a regular, full-time (1.0 FTE**) Financial Aid & Awards Representative**. This position provides assistance in Financial Aid and Awards programs by providing front-line comprehensive support services and assistance for students seeking application support and information on financial aid and awards. Answers student inquiries on programs, eligibility, application processes, application status and issues. Reviews applications for completeness, processes student information and provides student status verification and confirmations.

Duties & Responsibilities

DUTIESANDRESPONSIBILITIES**:**

• Handles front line inquiries related to need-based and merit-based student financial assistance, including student loans, grants, scholarships, bursaries, and other awards. Identifies incoming queries that require immediate addressing and action. Redirects to appropriate personnel when further advisory support may be required.

• Remains current with financial aid and award policies, programs and support to provide effective customer service that delivers relevant insight to the financial aid and award programs, criteria, requirements, deferrals and application procedures. Understands the financial aid and award interdependencies to be able to provide general guidance and direction between the various programs.

• Provides general information on Financial aid and award programs, guidelines, information on eligibility and application processes. Provides clarification, explanation or highlights opportunities on applying to these programs.

• Recommends and redirects students to the Advisor team when students require more in-depth advice on financial aid and award opportunities or when students are seeking financial advice and support options.

• Schedules and helps coordinate students into meetings with Advisors or recommends information sessions that may support students.

• Distributes applications and assists students with form completion related to a variety of programs. Assists students to navigate online applications, processes forms for student loans, scholarships, bursaries and other awards.

• Reviews Full-Time student’s financial aid or award applications for completeness or missing information. Makes sure all relevant documentation has been submitted. Corrects errors or seeks missing information. Finalizes applications for submission to the external financial aid issuing bodies (i.e. StudentAidBC, NSLC, OSAP, etc.).

• Carries out the processing of all Part-time Assistance applications by checking forms for completeness, accuracy and that all required documents are submitted. Inputs into database, organizing forms in preparation for Financial Aid Advisor assessment, and tracks application progress on behalf of students.

• Investigates reasons for application form status, troubleshoots application issues and provides support for corrective action in completing and submitting applications.

• Enters missing student information, identifies and corrects data entry errors, and finalizes pending student applications on various governmental student loan portals, and other financial aid or award databases and systems.

• Verifies and confirms student enrolment and/or admission status to complete Confirmation of Enrolment forms in accordance with internal and external Financial Aid or Award policies and procedures. Verifies the student’s enrollment and program details such as program, study period, year of study, the credential that the program leads to, tuition and book costs for the study period, etc. Confirms that the student meets the minimum criteria for the aid or award eligibility.

• Assists with compliance reporting by reviewing withdrawal, course loads and failures, ensuring criteria for financial aid is met based on, and in conjunction with, BCIT policies and the relevant policies and procedures of Provincial/Territorial government assistance programs. Identifies individual student funded study period, withdrawal date and type, reason for cancellation, and determines potential impacts on individual student funding. Notifies assistance programs according to guidelines and procedures.

• Produces reports to problem solve data integrity issues, in relation to documents and/or cheques, applications or student records. Follows up to resolve data entry or information issues.

• Explains appeal procedures on both loan and bursary program decisions.

• Assists in the preparation and distribution of communications and student correspondence, including notification letters and/or invitations.

• Tracks financial transactions, produces cheque requisitions and verifies accuracy of cheques.

• Liaises with BCIT’s Foundation Office and Revenue Accounting department regarding transactions on donor accounts.

• Liaises with internal and external parties on interrelated and integrated processes, dependencies and information that require coordination between groups on financial aid and award programs, information and processes. This includes liaising with government financial aid groups, internal revenue accounting and the Foundations team(s) as needed.

• Logs incoming student inquiries into Financial Aid databases.

• Supports maintenance, testing and amendments to databases as a database user.

• Assists with the matrices and reports for Financial Aid and Awards programs by gathering information or providing input.

• 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:

• Grade 12 plus completion of a 2 year post-secondary diploma in office administration and/or business administration.

Experience:

• Two years general experience plus one year related experience working with student financial assistance programs or customer service experience in a fast-paced complex setting.
• General knowledge of Awards programs, including familiarity with application processes for bursaries, entrance awards, scholarships, and awards programs.

Software/Computer Application(s) and Expertise:

• Proficiency using MS Office with experience using Excel spreadsheets.
• Experience using enterprise systems such as Banner and/or Ministry financial aid systems.
• Ability to navigate the internet and use email efficiently.
• Excellent keyboarding skills with the ability to type accurately.

Communication/Interpersonal Skills:

• Ability to provide exemplary customer service and support to all internal and external clients.
• Excellent interpersonal skills.
• Ability to communicate effectively with students and individuals from diverse backgrounds and abilities.
• Ability to work effectively as part of a busy team.
• Ability to deal with conflict using diplomacy, tact and discretion.
• Ability to maintain confidentiality.

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

• Ability to pay attention to details.
• Ability to work under pressure and prioritize tasks efficiently and simultaneously.
• Ability to remain organized.
• Ability to think critically to problem solve issues.
• Ability to compose correspondence with a high attention to detail.

Other Skills/Abilities:

• Excellent judgment and ability to respond to urgent and heightened situations.

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!

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire.

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 6: $56,241 - $60,872 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

Student Success 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

09/22/2025

Anticipated End Date

Competition Information

Competition Number

25B592

Competition Open Date

08/20/2025

Competition Close Date

08/29/2025

Open Until Filled?