Audit and Records Coordinator

At BCIT, people are at the heart of everything we do. Guided by our People Plan, Caring for Our People. Strengthening BCIT Together., we are committed to creating an environment where employees can thrive, grow, and feel a genuine sense of belonging. We foster healthy and supportive workplaces, invest in learning and development, strengthen connections across our community, and empower innovation and transformation. With a competitive compensation package, work-life balance, and opportunities for professional growth, BCIT offers a workplace where your contributions matter and your career can flourish. It’s one reason we’ve been recognized as one of BC’s Top Employers for more than a decade.

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.

Please note: This position is based out of Aerospace Technology Campus in Richmond, BC.

DUTIES AND 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:

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.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• 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
• 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 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 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, please 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 learn more about 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).

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.