Administrative Assistant, Registration

Engineers and Geoscientists BC; Burnaby; Hybrid; CAD 55,500 - 62,000; Full time

Benefits offered by this job

Hybrid work environment

Comprehensive benefits

Competitive salary

Job summary

Engineers and Geoscientists British Columbia is seeking an Administrative Assistant, Registration in Burnaby to support the Registration department and multiple committees, coordinating meetings, agenda development, document management, and recording minutes.

The role requires organizing meeting logistics, maintaining SharePoint sites, and acting as the main contact for committee members, including volunteer coordination.

Qualifications

• Bachelor's degree in a related field is preferred.
• 2-5 years of related experience in an administrative position.
• Experience working in a regulatory body or similar environment is preferred.
• Experience organizing meetings including scheduling, agenda development, and taking minutes.
• Advanced skills in SharePoint and updating SharePoint sites; advanced skills in Microsoft Office 365 tools.
• Strong written communication skills with experience in business writing.
• Strong attention to detail and ability to manage multiple priorities and deadlines.

Responsibilities

• Provide staff support to multiple committees and sub-committees including scheduling, agenda development and minutes.
• Organize meeting logistics and manage SharePoint sites for each meeting; archive documents.
• Coordinate day-of event logistics for virtual or in-person meetings, including catering and on-site support.
• Draft and issue decision letters to applicants based on committee decisions.
• Assist with registration-related tasks including survey requests and attendance at meetings.
• Back up front desk/Reception duties and support department leadership as needed.

Skills

SharePoint

Microsoft Office 365

Administrative support

Organizational skills

Attention to detail

Education

Bachelor's degree in related field

Tools

SharePoint

MS Office 365

Job description

Engineers and Geoscientists British Columbia is currently searching for an Administrative Assistant, Registration to join our team in Burnaby!

The Administrative Assistant, Registration (“AAR”) is responsible for providing administrative support to the senior management team of the Registration department. The AAR primarily provides administrative support for multiple committees and sub-committees including the Credentials Committee, the Professional Licensee Subcommittee, the Geoscience Subcommittee, the Registration Fairness Panel, and other registration-related volunteer groups. This role will organize meeting logistics including scheduling, agenda development, document management, and recording minutes, as well as managing the SharePoint sites for each meeting. The AAR will act as the main point of contact for committee members and will manage ongoing volunteer relationships. The AAR also assists with additional registration tasks including the drafting and issuing of decision letters to applicants.

Our organization - one of BC's Top Employers – offers a competitive salary, comprehensive and generous benefits, an inclusive culture, and a hybrid work environment. Full details on our compensation and benefits value offering can be found below.

What You Will Be Doing

• Responsible for providing staff support to multiple committees and sub-committees including the Credentials Committee, the Professional Licensee Subcommittee, the Geoscience Subcommittee, the Registration Fairness Panel, and other registration-related volunteer groups. The AAR supports with the recruitment of new committee members, tracks term appointment dates, and acts as the main point of contact for committee members. The AAR builds trust and manages ongoing relationships with committee members, including providing technical support as needed.
• Organizes and coordinates meeting logistics for committees and sub-committees including scheduling, agenda development and distribution, canvassing attendance prior to the meetings, tracking attendance during meetings, ensuring appropriate document management, recording and posting minutes, and managing consent voting setup. Develops and maintains the SharePoint sites for each meeting and archives meeting documents following each meeting. Responsible for any other administrative tasks required for support of the meetings.
• Organizes day-of event logistics for virtual or in-person meetings; orders catering, sets up and tears down the meeting room, and provides on-site support.
• Drafts and issues decision letters to applicants based on committee decisions, ensuring a standardized and timely approach for all decision letters. Ensures appropriate data and records management of decision letters.
• Assists with additional registration-related tasks including providing support for Engineers Canada and Geoscientists Canada survey requests and meeting support for the Pan-Canadian CBA User Group.
• May be called upon to participate in shared department team functions such as:
  • Registration Reception - advising applicants and other interested parties about the registration related policies and procedures of Engineers and Geoscientists BC and how best to apply, how best to submit required documentation, what criteria needs to be met for an open application, and the required timelines for the completion of applications.
  • Support to the Registration Interview Program – may include activities such as scheduling interviews, chairing interviews, providing guidance and support to interview candidates as well as panel members, and drafting Credentials Committee entries.
  • Supports the general processing of applications for engineering and geoscience registration, including document processing on an as-needed basis.
  • Mail/document scanning involving the proper cataloging of application related documentation.
• One of multiple roles that provide backup support for the front desk Administrative Assistant / Customer Service Representative to ensure front desk coverage when needed, approximately 2 to 4 hours per week. Will be required to work in-office on days when providing Receptionist desk coverage.
• Other duties as assigned by direct leader and, as appropriate, members of the departmental leadership team.

What You Bring To The Table

The successful applicant will possess the following:

• Bachelor's degree in a related field is preferred.
• 2-5 years of related experience in an administrative position.
• Experience working in a regulatory body or similar environment is preferred.
• Experience organizing meetings including scheduling, agenda development, and taking minutes.
• Advanced skills in Sharepoint and experience updating Sharepoint sites. Advanced skills in Microsoft Office 365 tools and software.
• Strong written communication skills, with demonstrated experience or education in business writing.
• Strong attention to detail; organized and able to keep track of multiple tasks with competing priorities and a variety of deadlines.

What's In It For You

Each member of our team contributes to public safety in BC and helps us deliver on our vision of "modern regulation for a resilient world." We serve the public as an inclusive, progressive, and future-focused regulator. Our Strategic Plan also places priority on our role to advance climate action, foster equity, diversity and inclusion, and move towards reconciliation with Indigenous peoples. At Engineers and Geoscientists BC, we are committed to demonstrating our values of collaboration, excellence, integrity, and innovation.

This role offers a competitive compensation and benefits program including a salary within our hiring range of $55,500 to $62,000. Placement within the hiring range will be based on candidate experience relative to the requirements of the role. Additional details on our generous benefit offerings are found below.

Who We Are

Engineers and Geoscientists BC is proud to be recognized as one of BC's Top Employers.

Engineers and Geoscientists British Columbia is the business name of the Association of Professional Engineers and Geoscientists of the Province of British Columbia. We regulate and govern these professions under the authority of the Professional Governance Act.

We are charged with protecting the public interest by setting and maintaining high academic, experience, and professional practice standards for over 40,000 registrants. Individuals licensed by Engineers and Geoscientists BC are the only persons permitted by law to undertake and assume responsibility for engineering and geoscience projects in BC.

We are a not-for-profit organization governed by a board of elected registrants, licensees, and government appointees. The board is accountable to the public through the Ministry of Post-Secondary Education and Future Skills under the Office of the Superintendent of Professional Governance, for both the governance and management of the organization.

To learn more about our work please visit us at https://www.egbc.ca.