Administrative Supervisor, Financial Aid

Location
Burnaby, BC•Hybrid work
 
Benefits
Pulled from the full job description
Employee assistance program
Dental care
Extended health care
 
Full job description
BCIT’s Financial Aid department is seeking a regular, full-time (1.0 FTE) Administrative Supervisor, Financial Aid. The Administrative Supervisor is responsible for the administrative operations of the Financial Aid and Awards department. The incumbent is responsible for the day-to-day supervision of Financial Aid and Awards Representatives, ensures services provided to students are well-maintained, establishes departmental procedures and protocols, and maintains accuracy of internal documents and databases.

Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:

Supervision:
Coordinates the work of Financial Aid and Award Representatives and any auxiliary staff in providing administrative functioning of financial aid and awards services. Provides backup to these positions, as necessary.
Supervises support staff including selection, training in Financial Aid and Awards procedures and performance management. Allocates work, schedules breaks, establishes priorities and resolves problems. Ensures the maintenance and appropriate records and documentation for all staff members.
Trains staff including stakeholders on processes related to the proficient use of internal systems used to track and maintain accurate records of students, awards, bursaries, scholarships, and appointments. Ensures that all administrative processes such as filing, data tracking, electronic records, and educational materials are maintained according to departmental processes.
Ensures staff are apprised of updated information, policies, processes and technology.
Troubleshoots difficult administrative situations, taking immediate action to resolve issues for students, employers, and staff without any further consultation. Refers especially difficult situations to the Manager, Student Financial Assistance and Awards.

Administration:
Processes, monitors, and records daily records, inquiries, and pending approvals and ensures timely responses to all departmental transactions.
Plans, develops, updates documents and implements policies, systems and procedures through consultation with staff, manager, other BCIT departments and/or committees. Gathers
data and prepares reports and recommendations on staffing, scheduling, facilities and equipment matters. Provides statistical reporting for the department.
Maintains thorough knowledge of and ability to interpret federal and provincial policy and procedures manuals, including government amendments and policy clarifications.
Maintains thorough knowledge of the awards and bursaries policies and procedures.
Monitors the processing of student loan reassessments and locating appropriate documents and submitting for releasing of funds or refunds
Liaises with the Manager in setting departmental priorities and projecting work flow.
Works with the Manager, and Marketing and Communications department representative to establish annual materials.
Establishes frontline procedure guidelines and participates in training initiatives as identified by the department, including maintaining training materials.
Participates in and develops long- and short-term objectives for the Financial Aid and Awards department and provides guidance and tools to ensure these are met.
Identifies potential issues and makes recommendations for changes/improvements to the Manager.
Maintains, updates, and assigns weekly tasks associated with the processing of student and departmental information.
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:
Diploma of Business, Technology or completion of equivalent two-year program.

Experience:
Two years of general experience plus two years of administrative and supervisory experience, preferably in financial aid in a post-secondary environment.
Good understanding of BCIT programs, polices and procedures.
General working knowledge of BCIT Awards programs, including related application processes for bursaries, entrance awards, scholarships and awards programs.

Software/Computer Application(s) and Expertise:
Strong computer skills with proven experience using database software.
Preference for those candidates with experience using Banner and Ministry financial aid systems. Proven experience with MS Access and Excel at a minimum of intermediate level.

Communication/Interpersonal Skills:
Excellent written, verbal, and interpersonal skills with an ability to work effectively with minimal supervision with diverse populations.
Must possess excellent leadership and diplomacy skills with proven experience creating a positive team environment.
Must be customer service and detail oriented, self-directed, responsible and dependable.
Ability to deal with difficult or sensitive matters, using tact and discretion.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):
Proven ability to work under pressures and to tight deadlines while remaining flexible.
Demonstrated ability to problem solve, to think critically, to find alternate solutions, make decisions, and to prioritize, while handling a wide variety of tasks efficiently and simultaneously.
Accurate keyboarding skills of 60 wpm, and ability to use the keypad calculator.

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
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 RecruitmentAssistant@bcit.ca. Please note that all applications must be submitted via the careers page portal. Email applications will not be accepted.

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 8: $62,669 - $68,082 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
08/18/2025

Anticipated End Date

Competition Information
Competition Number
25B582

Competition Open Date
07/26/2025

Competition Close Date
08/04/2025

Open Until Filled?
No
 

Canada
British Columbia
Burnaby Show on map Get directions