Audit and Records Coordinator

British Columbia Institute of Technology; Richmond; On-site; CAD 59,000 - 64,000; Full time

Benefits offered by this job

Competitive pay

Pension plan

Health and dental benefits

Job summary

BCIT’s School of Transportation is seeking a regular, full-time Audit and Records Coordinator based at the Aerospace Technology Campus in Richmond, BC. You will support audit planning, maintain quality assurance databases, and manage records for Transport Canada, aviation and aerospace accreditation.

Collaborating with the Associate Dean, Department Heads and the PRT, you will develop audit schedules, track deadlines, and ensure FOIPOP compliance while archiving and organizing course materials

Qualifications

• Requires the equivalent of full secondary school plus specialized training in business administration, auditing/quality assurance, or related areas.
• Two years of general experience plus two years of related experience, preferably in a post-secondary environment.
• Advanced computer skills in Word, Excel, SharePoint and PowerPoint.

Responsibilities

• Update databases and records including lesson plans, outlines, presentations, exams, assignments, and projects in dedicated software as directed.
• Collect, retain and file student project and assignment documentation.
• Coordinate the flow of material to support curriculum maintenance and development.
• Audit schedules development and maintain audit documentation.
• Update auditable databases related to instructor training records and quality management processes.

Skills

Word

Excel

SharePoint

PowerPoint

Attention to detail

Education

Secondary school + related training in business admin/auditing/QA

Tools

ShareSpace

LMS

Inventory software

Job description

Position Summary

BCIT’s School of Transportation is seeking a regular, full time (1.0 FTE ) Audit and Records Coordinator. This position assists the Associate Dean, Department Heads and “Person Responsible for Training” (PRT) in audit planning, corrective action plans, development and maintenance of Quality Assurance databases and records for Transport Canada, aviation and aerospace accreditation. Maintains records associated with regulator and accreditation requirements. Provides alerts and reminders to the Associate Dean, PRT, and Department Heads prior to related deadlines coming due, archiving, organizing, and formatting of course materials. This position is based out of Aerospace Technology Campus in Richmond, BC.

Duties & Responsibilities

• Updates databases and records, including lesson plans, course outlines, presentations, exams, assignments, and projects in dedicated software (such as ShareSpace) as directed by Department Heads and PRT.
• Collects, retains and files student project and assignment documentation as required.
• In collaboration with Department Heads and PRT, coordinates the flow of material to support curriculum maintenance and development.
• Confirms receipt of projects and assignments from instructors and follows up on missing or incomplete data for instructor submitted projects and assignments.
• Appends rationale for missing data to course files after consultation with the respective department heads.
• Works with the Associate Dean, Department Heads and PRT to develop and maintain audit schedules, and to update and retain all required audit documentation.
• Provides alerts and reminders to Associate Dean, PRT, and Department Heads prior to deadline requirements coming due.
• Performs audits, as directed by Associate Dean, Department Heads or PRT, to ensure compliance with approved policy manuals.
• Updates auditable databases and records related to instructor training records, training improvement proposals, process audits, corrective action plans, quality management system processes, and curriculum reviews.
• Creates and distributes notifications of intent for audits.
• Creates and modifies numbered forms to comply with policy manual requirements.
• Updates current version of policy manuals, in cooperation with the Associate Dean, and PRT , updates policy manuals, associated Documents in Reference, for the Aviation and Aerospace Training Control Manual.
• Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including maintaining index and retrieval systems of office files through the directory of Records Database (DRDB), or appropriate alternative, procuring file folder labels through the DRDB as appropriate, indicating the classification to which files belong 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 for 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

• Requires the equivalent of full secondary school plus additional specialized training of up to one year duration in business administration, auditing/quality assurance program, or other related areas.

Experience

• Two years of general experience, plus two years of directly related experience in a similar position, preferably in a post-secondary environment.
• An understanding of quality principles that includes basic training in quality assurance and/or audit process, preferably experience working in a Transport Canada regulated environment.

Software/Computer Application(s) and Expertise

• Advanced computer skills in Word, Excel, SharePoint and PowerPoint.
• Experience working with database applications such as learning management systems and/or inventory control systems, or similar.

Communication/Interpersonal Skills

• Excellent verbal and written communication skills, with proven ability to interact appropriately and effectively with internal and external contacts at all levels.
• Demonstrated high levels of customer service, and interpersonal communications.
• Demonstrated ability to work independently and as part of a team.
• Detail oriented and proven ability to work with a high level of accuracy.
• Excellent time management and organization skills with proven ability to prioritize, meet deadlines, and work effectively within a fast-paced environment.
• Excellent keyboarding skills for notetaking and correspondence.

Other Skills/Abilities

• Ability to exercise sound judgment, problem solve and make responsible decisions.
• Proven, high level of reliability in controlling and interpreting documents.
• Proven ability to work in an environment of confidentiality, with a proven track record of exercising tact and discretion.

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.
• 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,

Equity, diversity, and inclusion

BCIT is committed to equity, diversity, and inclusion and to promoting opportunities in hiring individuals who have been historically underrepresented in our workforce, BCIT, and the larger community. We strongly encourage Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+ to apply. While all qualified candidates are encouraged to apply, Canadian citizens and permanent residents will be given priority.

Accessibility

Accessibility is an integral part of BCIT’s commitment to equity and inclusion. If you require an accommodation for any part of the application or hiring process, you may do so. All applications must be submitted via the careers page portal. Applications submitted through the contact form 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 Range Salary Grade 7: $59,214 - $64,490 per annum.

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.

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained? Successful candidates may be required to submit official transcript(s) from the granting institution for verification.
  • GED
  • High School Diploma
  • Certificate
  • Diploma
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • PHD
• * How many years of experience do you have in this type of position?
  • 0-1
  • 1-2
  • 3-5
  • 6-9
  • 10+
• * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
  • I am a current BCIT employee, this is not applicable to my situation.
  • I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
  • I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
• * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
  • I currently reside in the Lower Mainland
  • I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate
  • I do not currently reside in the Lower Mainland and I am unwilling to relocate
• * This position is fully in-person and based at our Richmond campus. Kindly confirm that you are able to travel to this location.
  • Yes
  • No