Administrative Assistant, Registration

Engineers and Geoscientists BC•Burnaby, BC

12d•CA$55,500 - CA$62,000•Hybrid

About The Position

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.

Requirements

2-5 years of related experience in an administrative position.
Experience organizing meetings including scheduling, agenda development, and taking minutes.
Advanced skills in Sharepoint and experience updating Sharepoint sites.
Advanced skills in Microsoft Office 365 tools and software.
Strong written communication skills, with demonstrated experience or education in business writing.
Strong attention to detail; organized and able to keep track of multiple tasks with competing priorities and a variety of deadlines.

Nice To Haves

Bachelor's degree in a related field is preferred.
Experience working in a regulatory body or similar environment is preferred.

Responsibilities

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.
Supporting with the recruitment of new committee members, tracking term appointment dates, and acting as the main point of contact for committee members.
Building trust and managing ongoing relationships with committee members, including providing technical support as needed.
Organizing and coordinating 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.
Developing and maintaining the SharePoint sites for each meeting and archiving meeting documents following each meeting.
Organizing day-of event logistics for virtual or in-person meetings; ordering catering, setting up and tearing down the meeting room, and providing on-site support.
Drafting and issuing decision letters to applicants based on committee decisions, ensuring a standardized and timely approach for all decision letters.
Ensuring appropriate data and records management of decision letters.
Assisting 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.
Participating in shared department team functions such as Registration Reception, advising applicants and other interested parties about registration-related policies and procedures, 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.
Supporting the Registration Interview Program, which 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.
Supporting 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.
Providing 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.
Other duties as assigned by direct leader and, as appropriate, members of the departmental leadership team.