Financial Aid & Awards Representative

Position Summary

BCIT’s Financial Aid department is seeking a temporary, full-time (1.0 FTE) Financial Aid & Awards Representative . This position provides assistance in Financial Aid and Awards programs by providing front-line comprehensive support services and assistance for students seeking application support and information on financial aid and awards.

Answers student inquiries on programs, eligibility, application processes, application status and issues. Reviews applications for completeness, processes student information and provides student status verification and confirmations.

Duties & Responsibilities DUTIES AND RESPONSIBILITIES :

Handles front line inquiries related to need-based and merit-based student financial assistance, including student loans, grants, scholarships, bursaries, and other awards.

Identifies incoming queries that require immediate addressing and action. Redirects to appropriate personnel when further advisory support may be required.

Remains current with financial aid and award policies, programs and support to provide effective customer service that delivers relevant insight to the financial aid and award programs, criteria, requirements, deferrals and application procedures.

Understands the financial aid and award interdependencies to be able to provide general guidance and direction between the various programs.

Provides general information on Financial aid and award programs, guidelines, information on eligibility and application processes.

Provides clarification, explanation or highlights opportunities on applying to these programs.

• Recommends and redirects students to the Advisor team when students require more in-depth advice on financial aid and award opportunities or when students are seeking financial advice and support options.
• Schedules and helps coordinate students into meetings with Advisors or recommends information sessions that may support students.
• Distributes applications and assists students with form completion related to a variety of programs. Assists students to navigate online applications, processes forms for student loans, scholarships, bursaries and other awards.
• Reviews Full-Time student’s financial aid or award applications for completeness or missing information. Makes sure all relevant documentation has been submitted.

Corrects errors or seeks missing information. Finalizes applications for submission to the external financial aid issuing bodies (i.

e. StudentAidBC, NSLC, OSAP, etc.).

Carries out the processing of all Part-time Assistance applications by checking forms for completeness, accuracy and that all required documents are submitted.

Inputs into database, organizing forms in preparation for Financial Aid Advisor assessment, and tracks application progress on behalf of students.

• Investigates reasons for application form status, troubleshoots application issues and provides support for corrective action in completing and submitting applications.
• Enters missing student information, identifies and corrects data entry errors, and finalizes pending student applications on various governmental student loan portals, and other financial aid or award databases and systems.
• Verifies and confirms student enrolment and / or admission status to complete Confirmation of Enrolment forms in accordance with internal and external Financial Aid or Award policies and procedures.

Verifies the student’s enrollment and program details such as program, study period, year of study, the credential that the program leads to, tuition and book costs for the study period, etc.

Confirms that the student meets the minimum criteria for the aid or award eligibility.

Assists with compliance reporting by reviewing withdrawal, course loads and failures, ensuring criteria for financial aid is met based on, and in conjunction with, BCIT policies and the relevant policies and procedures of Provincial / Territorial government assistance programs.

Identifies individual student funded study period, withdrawal date and type, reason for cancellation, and determines potential impacts on individual student funding.

Notifies assistance programs according to guidelines and procedures.

Produces reports to problem solve data integrity issues, in relation to documents and / or cheques, applications or student records.

Follows up to resolve data entry or information issues.

• Explains appeal procedures on both loan and bursary program decisions.
• Assists in the preparation and distribution of communications and student correspondence, including notification letters and / or invitations.
• Tracks financial transactions, produces cheque requisitions and verifies accuracy of cheques.
• Liaises with BCIT’s Foundation Office and Revenue Accounting department regarding transactions on donor accounts.
• Liaises with internal and external parties on interrelated and integrated processes, dependencies and information that require coordination between groups on financial aid and award programs, information and processes.

This includes liaising with government financial aid groups, internal revenue accounting and the Foundations team(s) as needed.

• Logs incoming student inquiries into Financial Aid databases.
• Supports maintenance, testing and amendments to databases as a database user.
• Assists with the matrices and reports for Financial Aid and Awards programs by gathering information or providing input.
• 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 :

Grade 12 plus completion of a 2 year post-secondary diploma in office administration and / or business administration.

Experience :

• Two years general experience plus one year related experience working with student financial assistance programs or customer service experience in a fast-paced complex setting.
• General knowledge of Awards programs, including familiarity with application processes for bursaries, entrance awards, scholarships, and awards programs.

Software / Computer Application(s) and Expertise :

• Proficiency using MS Office with experience using Excel spreadsheets.
• Experience using enterprise systems such as Banner and / or Ministry financial aid systems.
• Ability to navigate the internet and use email efficiently.
• Excellent keyboarding skills with the ability to type accurately.

Communication / Interpersonal Skills :

• Ability to provide exemplary customer service and support to all internal and external clients.
• Excellent interpersonal skills.
• Ability to communicate effectively with students and individuals from diverse backgrounds and abilities.
• Ability to work effectively as part of a busy team.
• Ability to deal with conflict using diplomacy, tact and discretion.
• Ability to maintain confidentiality.

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

• Ability to pay attention to details.
• Ability to work under pressure and prioritize tasks efficiently and simultaneously.
• Ability to remain organized.
• Ability to think critically to problem solve issues.
• Ability to compose correspondence with a high attention to detail.

Other Skills / Abilities :

Excellent judgment and ability to respond to urgent and heightened situations.

Additional Information Benefits Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan take a look at our benefit plans !
• 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

BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace.

As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact RecruitmentAssistant@bcit.

ca so we can best support you. 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).