Part-Time Studies Operations Administrator

British Columbia Institute of Technology (BCIT) - Burnaby, BC (30+ days ago)

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BCIT’s Registrar’s Office is seeking a regular, full-time Part-Time Studies (PTS) Operations Administrator. One of two staff, reporting to the Registrar, the position is integral to BCIT’s strategic goal of improving the integration of Part-time Studies (PTS) within the overall delivery of a BCIT education. The position provides expertise to the BCIT community regarding Part-time Studies operations, communications, business processes, policies and associated procedures; trouble-shoots PTS enterprise-level information systems, and is responsible for maintenance and upgrades in collaboration with ITS. Identifies and documents a broad range of issues that affect the quality of the learning, teaching and/or administrative processes of the Part-time Studies program, and recommends solutions.

Duties & Responsibilities

Institute Liaison for PTS
Establishes and operationalizes a communications strategy for the Part-time Studies community:
Provides time-sensitive, targeted communications to the PTS community on behalf of the Institute regarding changes which impact workflow, business processes or procedures.
Evaluates appropriateness of messaging, and approves mass communications to PTS students and/or instructors via myBCIT and external email accounts.
Initiates and fosters collaborative professional relationships with business area managers and other key personnel to remain current with activities that impact PTS stakeholders.
Advises on PTS business processes and procedures at the Institute; identifies and promotes PTS business best practices.
Responsible for the communication of the PTS Annual Planning Key Dates, which establishes term and registration dates, as well as deadlines for critical term set-up tasks for PTS.
Prime lead in the on-going development and maintenance of the PTS Instructor Orientation course.
Maintains and develops information and internal communications for the Part-time Studies Community through the Loop and in Sharespace.
Maintains information content for prospective and currently enrolled part-time students through the BCIT Part-time Studies ( and Distance ( websites.
Responsible for the automation and monitoring of system-generated correspondence to PTS students and faculty.
Coordinates the production and publication of the PT Instructor Handbook.
Responsible for the development and maintenance of the PTS Directory for the Institute.

Annual Special Events Organization:
Orchestrates and hosts four annual BCIT special events for PTS faculty and internal staff:
PTS Instructors Professional Development Day
PTS Instructors Dinner and Information Session
Fall PTS Networking Session
Spring PTS Networking Session
Determines programming and event scheduling; purchases catering services; recruits and hires internal and external session facilitators; and creates and administers participant satisfaction questionnaires.
Negotiates best pricing for event services with internal and external suppliers.
Coordinates all administrative requirements: invitations, session lists, audio/visual services, venue set-up, promotional items, etc.
Collaborates with Learning and Teaching Centre Faculty Development Coordinator, and Chair – Instructional Development Committee to identify and promote additional professional development opportunities for PTS faculty.

Uses a high degree of innovation and creativity to identify issues, evaluate options, and recommend solutions to ensure streamlined operations that support the quality of the learning, teaching and administrative activities of PTS.

Conducts research to qualify issues, quantify scope, and identify process stakeholders:
Analyses and prioritizes issues identified though a broad range of sources: conducts surveys and polls, interaction with faculty and support staff during PTS special events, and other direct contact with PTS students, faculty and staff.
Develops reporting tools to identify data correlations, validate issues and influence management decisions.
Creates summaries and formulates recommendations based on findings.
In collaboration with the Registrar, presents issues, recommends solutions and implementation strategies for ratification by the Dean’s Council.

Collaborates with the Registrar in the identification and implementation of new or revised business processes to improve integration and alignment with full-time where appropriate.
Represents PTS interests and advises on policy in relation to PTS procedures as a member-at-large of the Education Council.
Responds to enquiries regarding various matters pertaining to PTS administrative processes and procedures.

Projects & Development:
Key participant on enterprise-level systems projects in support of the strategic direction and business requirements at an institutional level:
Represents PTS interests on a broad range of Institute systems infrastructure projects.
Advises and provides expertise on PTS systems functionality integration: data elements, rules/validation tables, anomalies, forms security, data standards, process flow, reporting tools and system-generated output.
Collaborates with developers to create web-based solutions to PTS-related issues: determines design and process flow; specifies data requirements and sources; and creates information documents and communications templates for applications.
Develops and implements new automated processes using Banner Workflow.
Initiates and leads Banner functionality modification projects in support of PTS business process improvements:
Evaluates current business processes, identifies issues/areas of opportunity for improvements.
Coordinates the activities of stakeholders from across the Institute during PTS projects: determining business rules; identifying inter-related activities and barriers to project goals. Formulates technical specifications for systems integration or functionality modification projects; communicates functionality changes to BCIT community.

PTS Systems Administration:
Oversees functionality and access security in enterprise-level applications for PTS-related systems:
Monitors system performance and maintains process integrity relative to data stewardship of PTS forms and functionality.
Approves employee access to PTS Banner forms and controls access to confidential data content.
Determines forms matrix for PTS user classes.
Performs annual Banner Security review of access to PTS forms for external auditors.
Reviews PTS systems functionality to verify that support remains adequate and complimentary to current practices, procedures, and policies; reviews modification suggestions from PTS staff and faculty.
Develops and implements testing strategies for Banner and associated systems upgrades; identifies and reports issues.
Tests functionality and approves PTS-related systems modifications for use in the Production environment.

User Support:
Trouble-shoots systems issues and provides user support to the BCIT community for PTS-related systems and processes:
Primary contact for PTS-related systems, processes and procedures issues for the institute.
Investigates problems; corrects data-related errors; and escalates functionality issues to ITS analysts for resolution.
Creates and maintains user documentation and learning materials for systems supported PTS business processes.
Develops learning materials and provides training for PTS-related business processes, procedures and systems.

Business Intelligence:
Creates Cognos reports for new or modified PTS system processes; reports for targeted activities, providing data-based evidence to support management decisions, and uses expertise to develop new reports based on the needs of other areas of the Institute:
Initiates and reports PTS registration statistics; responds to requests for adhoc PTS-related reports.
Develops custom reports for other business areas – required for compliance or other special reporting needs.
Collaborates with Systems Administrators to develop and implement strategies for obtaining standardized data, data security and user access: identifies potential problems, and determines and implements appropriate solutions.

Records Management:
Participates in, or delegates Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOIPOP).
Undertakes, or delegates 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.

Other Duties:
Undertake other related duties as assigned, consistent with the job grade of this position.

Being a part of BC’s Top 100 Employers, and a member of the CCDI.
A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
Access to Professional Development Funds and opportunities for career development.
Increase your knowledge with Tuition waivers for BCIT courses.
Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
Additional Wellness and Employee Assistance programs.


Requires completion of a two year program, Diploma of Technology with emphasis in systems and business process analysis.
Two years of general administrative experience, plus up to four years of experience working in multi-server, multi-application automated records management operation of a large complex organization preferably an academic institution.
Knowledge of Banner Enterprise at an advanced level.
Ability to create reports using Impromptu or similar tool incorporating SQL at an intermediate/advanced level.
Proven ability to learn new software and other applications.
Utilization of effective individual and group communication skills and knowledge sharing.
Proven ability to facilitate training and develop user documentation
Detail oriented.
Ability to anticipate situations, independently investigate, analyze, plan, develop recommendations and make responsible, evidence-based decisions.
Proven ability to work independently as well as in a team dynamic.
Ability to lead and work effectively with employees at all levels within an organization.
Demonstrate exemplary customer service skills.

Please note: These are the minimum required qualifications. This position is a day shift position as defined in Article 14.1 of the Collective Agreement.

Salary Range Pay Grade 10; $57,734 to $62,646 per annum.
Additional Salary Information

Salary prorated based on percentage and term of appointment.

Position Details

Posting Category Administration
School/Service Area Office of the Registrar
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 01/06/2020
Anticipated End Date
Competition Information

Competition Number 19B448
Competition Open Date 11/27/2019
Competition Close Date 12/11/2019
Open Until Filled?
Quicklink for Posting