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Professional Develompment Fund Administrator & Auxiliary Services Coordinator At British Columbia Institute of Technology (BCIT)

Location: Burnaby, British Columbia

Job Description

BCIT Human Resources is seeking a regular, full-time Professional Development Funds Administrator and Auxiliary Services Coordinator. Reporting to both the Director, Organizational Development (Director, OD) and the Recruitment Specialist, Auxiliary Services, this position supports professional development (PD) funds administration and auxiliary resources services.

This position provides a range of administrative, process improvement, and financial administration services to support effective administration and financial management of five professional development (PD) funds and the Institute Tuition Waiver Program.

This position also supports auxiliary resources recruitment, placement, performance management and other related duties to the entire auxiliary pool.


Professional Development Funds Administration
  • Coordinates, oversees and maintains day-to-day PD administration, budget and operations of funds.
  • Be the first point of contact to handle employee PD inquiries.
  • Manages records management, administration and reconciliation of funds.
  • Conducts research and analysis, and presents recommendations.
  • Supports Labour Relations (LR) with PD investigations.
  • Manages, monitors and reconciles PD budgets; prepares monthly and annual budget reports.
  • Provides administrative support to PD Committees: prepares meeting agendas, minutes, and meeting packages; collects and organizes documentation; uploads documents to ShareSpace and intranet sites, schedules and coordinates meetings, manages RSVPs, and ensures pending actions are brought forward.
  • Conducts comprehensive improvement reviews of each fund to review historical documentation, past practices, negotiated agreements, memorandums of agreement and collective agreement interpretation and implementation.

Administrative Support to the Auxiliary Pool
  • Maintains the Auxiliary database and ensures Auxiliary certifications are kept up-to-date.
    Offers Auxiliary assignments.
  • Ensures Auxiliary appointments are entered into HR information system (HRIS) and assists Recruitment Specialist, Auxiliary Services as needed.
  • Administers Auxiliary employees' health and pension benefits process, including determination of eligibility, purchases of service, estimates, document preparation and certifications.
  • Tracks absences and consults with the employee or department as appropriate.
  • Liaises with the Illness and Short-term Disability Coordinator to ensure continuous coverage and ensures that costing is applied appropriately.
  • Liaises with Finance to ensure correct processing; clarifying timesheet and data entry issues.
  • Informs Payroll of Record of Employment requests and supplies the appropriate information.
  • Sets up new hire files, ensuring that test results, credentials and other relevant data is on record.
  • Provides New Hire Orientation for Auxiliary employees.
  • Provides support for the Auxiliary pool by screening, interviewing, conducting reference checks, making hire decisions and extending job offers.
Minimum Qualifications:
  • 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.

  • Completion of Grade 12, plus two years of post-secondary education in a relevant discipline.
  • Three to five years of experience, preferably in a human resources environment with at least one year in a unionized environment.
  • Formal training in and proficiency using Microsoft Office products, HRIS or similar complex databases.
  • Proficiency with computer technology, including intermediate experience with Excel, PowerPoint, ShareSpace, internet and intranet.
  • Proven ability to handle a demanding workload and tight deadlines.
  • Strong written and verbal communication skills.
  • Proven research and data analysis skills.
  • Strong customer service orientation.
  • Demonstrated process review experience.
  • Budget and records management experience.

  • This position is expected to be filled by promotion/reassignment, and is included here to inform you of its vacancy at the Institute.

View the full Job Description here: Professional Development Funds Administrator And Auxiliary Services Coordinator, Human Resources
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