Audit and Records Coordinator

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 Share Space) 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…