Administrative Assistant, Registration

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.

• 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…