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Administrative Supervisor, Financial Aid

British Columbia Institute of Technology

British Columbia Institute of Technology

Accounting & Finance, People & HR, Operations
CAD 62,669-68,082 / year
Posted on Aug 1, 2025
Apply now

Position Details

Position Information
Position Title Administrative Supervisor, Financial Aid
Who We Are
At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.
Position Summary
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
  • 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, 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 us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire.

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
Quicklink for Posting https://careers.bcit.ca/postings/9697

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * 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
  2. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-2
    • 3-5
    • 6-9
    • 10+
  3. * 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.
  4. * 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

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
Apply now
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