BCIT’s Registrar’s Office is currently seeking a temporary, full-time (1.0 FTE**) Admissions Assistant.** This position is responsible for providing front-line customer service to applicants and existing students of Advanced Placement and Degree programs, and for providing clerical and administrative support to the Admissions department, including scanning and indexing documents using a document imaging system.

Duties & Responsibilities

DUTIESANDRESPONSIBILITIES**:**

General support:

• Provides training to other staff on safe and productive use of the document imaging system.
• Provides relief coverage to Admissions Assistants and APDP during vacation/lunch/term start.
• Retrieves and replaces files.
• Prepares admissions packages as required.
• Provides clerical support to the department as assigned, e.g. word processing, mailing, photocopying, sorting and sending messages, etc.
• Addresses any additional processing needs of the department, such as any additional scanning or special requests.

Admissions Assistance:

• Collects, opens and distributes incoming mail.
• Identifies application problems and resolves issues (e.g. applied to wrong program/level etc.).
• Maintains applicant files, including updating applicant information.
• Prepares applicant files for Officers by pulling and merging existing student records.
• Prepares labels for files using Intaglio.
• Maintains a supply of forms and information packages.

Advanced Placement and Degree Programs support:

• Screens all incoming and calls, emails and in-person inquiries to determine which inquiries can be answered with general information and which ones require an Officer.
• Provides information to the customer including application status, details of outstanding/received documentation, program change/transfer processes and application deadline dates.
• Provides basic information and referrals to other departments when responding to questions regarding Financial Aid, Student Records, Admissions, etc.
• Accepts and reviews applications to ensure correctness, supporting documentation and transcripts have been attached and payment of application fee is processed.
• Collects cheques, processes on-line payments.
• Performs payment close-out procedures on Banner.

Database Records Entry:

• Enters application information on student information system (Banner) and ensure accuracy of data.
• Downloads web applications daily onto the student information system.
• Ensures all applications are inputted accurately and processed in a timely manner.
• Keeps abreast of specific programs whose acceptance of applications is only for a certain timeframe and specific programs which require all prerequisites and documentation to be submitted by a specific date.
• Keeps abreast of changes to Banner data requirements.
• Block registers students, withdrawal of students, change programs as requested.
• Inputs student data and name changes, maintain current student address information.
• Processes returned mail.

Document Imaging Duties:

• Prioritizes and schedules jobs, obtains supplies needed, sorts and organizes master files.
  • Scans and converts hard copy originals to digital source documents.
  • Opens mail/faxes and organizes for scanning.
  • For re-admitted students removes documents from paper files and determines whether a document is to be scanned or shredded in accordance with an approved retention schedule.
  • Shreds paper documents that have been culled and checked.
  • ID searches each submitted document and writes ID on top of each document.
  • Date stamps documents.
• Monitors and inspects all images to ensure quality is optimized; straightens andclean up images for re-scanning when necessary.
• Prepares and manages a daily batch to track all files. Periodically produces a frequency count for accountability reporting.
• Indexes images to the appropriate student and categorizes documents according to document type.
• Submits scanned paper originals to Admissions Officer for processing and/or sends email Admission Officer for follow up.

Other:

• Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP).
• Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB), or appropriate alternative; procuring file folder labels through the (DRDB), or appropriate, indicating the classification to which files belong; filing incoming documents into the records management system to support the business process; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.

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:

• Grade 12 plus up to 1 year post-secondary education in Business, Customer Service or Computer applications.

Experience:

• Requires two years general office experience plus up to 1 year experience in a position of similar responsibility.

Software/Computer Application(s) and Expertise:

• Must have working experience with a large student information system, preferably BCIT’s BANNER system.
• Proficiency using MS Office.
• Document Management experience an asset.

Communication/Interpersonal Skills:

• Ability to work under pressure with accuracy and initiative is essential.
• Must be customer-service oriented with an emphasis on excellent interpersonal, communication skills as well as the ability to work independently and as a team member.

Administrative Skills:

• Accurate keyboard skills of 50 wpm. Must be able to multitask and problem-solve.

• Excellent organizational skills with the ability to prioritize and meet tight deadlines.

• Ability to extract, interpret and analyse data quickly and efficiently.

• Ability to work at a computer for extended periods and pay close attention to detail.

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 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

Auxiliary in Temporary Appointment (BCGEU SS Only)

Full-Time/Part-Time

Full-Time

Number of Vacancies

1

Anticipated Start Date

11/10/2025

Anticipated End Date

05/03/2027

Competition Information

Competition Number

25B610

Competition Open Date

10/08/2025

Competition Close Date

10/17/2025

Open Until Filled?

No