Job Description
Administrative Assistant
Employer: The British Columbia College of Social Workers (BCCSW)
Position Title: Administrative Assistant (6-Month Temporary Contract)
Reports To: Registrar/CEO
Position: Full-Time (onsite)
As the regulatory body for social workers in British Columbia, BCCSW acts within its statutory authority to develop and administer policies, procedures and practices that reflect the mandate of the College, which is to serve and protect the public by superintending the practice of social work in British Columbia. Founded in 2008, BCCSW is governed by a 12-member Board comprised of 4 public appointed members and 8 elected registrant members, and provides regulatory oversight to over 7,000 province-wide registered social workers and registered clinical social workers.
General Overview:
Reporting to the Registrar or designate, this permanent full-time position is based out of the BCCSW’s offices located in Vancouver. The Administrative Associate (the Associate) will provide shared administrative support to both the Registration and Professional Practice departments and will play a key role in maintaining operational efficiency, supporting applicants and registrants, and ensuring data accuracy across a range of administrative and file management tasks.
Job Responsibilities and Accountabilities:
Under the leadership of the Registrar, and as per established performance standards, the Associate is responsible for the following key responsibilities:
· Maintain comprehensive knowledge of legislative and regulatory frameworks, including the BC Social Workers Act, freedom of information and privacy legislation, other legislation applicable to social work practice, relevant regulations, policies, and College bylaws and remain updated with changes as they occur within the area of professional regulation,
General Administrative Support
· Perform clerical and reception duties, including managing calls, emails, incoming mail, and walk-in inquiries.
· Provide accurate, respectful, and timely information to applicants, registrants, and the public.
· Scan, organize, and electronically file incoming documentation.
· Prepare and distribute registration packages and other correspondence.
· Coordinate printing, mailing, and educational material distribution.
Registration Department Support
· Assist with the processing of registration applications in accordance with policies and bylaws.
· Support social media updates and outreach on registration-related topics (e.g., renewals, CPD).
· Maintain and update registrant data and records accurately.
· Provide administrative assistance to Registration team members as required.
· Perform manual comparisons of data and documents between systems or files.
· Identify and correct discrepancies, inconsistencies, and incomplete information in applicant and registrant records.
· Support data entry and record-keeping with a focus on accuracy and consistency.
Professional Practice Department Support
Substantial Equivalency Assessments
· Provide administrative support for the coordination and tracking of substantial equivalency assessments.
· Review transferred files for completeness and ensure all required documents are received and organized.
· Enter and maintain accurate applicant data in tracking sheets and internal databases.
· Verify course outlines match the applicant's supplemental form and are from the correct program year.
· Upload and organize required documents in applicant folders for assessor access.
· Complete initial sections of the assessment worksheet, including document verification and data entry.
· Record course, institution, and assessment details in the evaluation database.
· Track timelines and send reminders to assessors to ensure timely processing.
· Support organization and collation of professional practice components in registration files.
· Assist in identifying trends across assessments and applications.
Communication with Applicants, Registrants, Internal & External Stakeholders
· Act as a point of contact for the Professional Practice department, responding to inquiries from applicants, registrants, and the public.
· Communicate with applicants and assessors to request or relay documentation and updates.
· Follow up with applicants to ensure timely submission of outstanding information.
· Monitor and respond to department emails and voicemails, redirecting queries when appropriate.
· Log and track inquiries and updates in the data tracker to support internal reporting.
· Identify and record regulatory trends across registrant queries and non-standard registration applications.
· Collaborate with other departments to support events and educational initiatives.
· Contribute to public education material preparation and other administrative tasks as needed.
Education and Work Experience:
· Post-secondary education in a related field (e.g., data management, IT, business administration) is preferred.
· An equivalent combination of education and relevant experience will also be considered.
· Prior experience in an administrative or client service role.
· Previous experience in data entry, data auditing, or quality assurance roles is preferred.
· Strong attention to detail with a high level of accuracy.
· Proficient with Microsoft Office products and database management systems.
· Excellent organizational and time management skills.
· Ability to manage sensitive or confidential information with professionalism and discretion.
· Experience working with CRM, RMS, or similar database systems is an asset.
· Strong written and verbal communication skills.
· Experience working in a regulatory, non-profit, or post-secondary environment is an asset.
Personal Characteristics:
· Detail-oriented: Able to spot inconsistencies and errors with a high degree of accuracy.
· Analytical mindset: Comfortable working with data and identifying patterns or anomalies.
· Reliable and accountable: Able to work independently and meet deadlines with minimal supervision.
· Adaptable: Comfortable working in a changing environment and adjusting to evolving project needs.
· Discrete and professional: Maintains confidentiality and handles sensitive data responsibly.
· Collaborative: Willing to work closely with team members and communicate findings clearly.
· Process-driven: Follows established procedures carefully while also suggesting improvements when appropriate.
Working Relationships and Contacts:
· BCCSW prospective and existing registrants
· External stakeholders and public
· BCCSW board, committee members and staff
BCCSW Indigenous Relations Behavioural Competencies:
BCCSW staff are supported to learn and demonstrate the following Indigenous Relations Behavioural Competencies commensurate with their experience and role at the BCCSW.
· Understanding one's thoughts, feelings, values and background through self-discovery and awareness including how one’s thoughts, feelings, values and background impact the success of their interactions and relationships with Indigenous peoples.
· Increasing one’s ability to build and maintain respectful and effective relationships with Indigenous peoples through sustained learning and development including direct exposure to cultural and community ways and being willing to learn how diverse ways of thinking and acting can ensure the success of the BCCSW.
· The ability to work respectfully, knowledgeably, and effectively with Indigenous peoples through cultural agility including creating a sense of safety and by transforming feelings of nervousness or anxiety into curiosity and appreciation.
· Championing the achievement of intended, real change that meets the enduring vision of Indigenous self-determination in British Columbia through change leadership including learning from elders and leaders, routinely energizing the change process, and removing barriers to change.
What We Offer:
The salary range for this position is $37,200– $49,200 (compensation will be determined based on training and experience). In addition to the base salary, the College also provides pension contributions to a Municipal pension plan, competitive annual vacation and family responsibility leaves, membership in a generous extended health and dental benefits plan, and support for ongoing professional development.
How to apply:
Please email your cover letter and resume in a Word or PDF file to [email protected] and we kindly ask that applications be sent by email only—no fax or mail applications, please. In your subject line, please write “Job Application – Administrative Assistant ”.
We sincerely thank all applicants for their interest in BCCSW and will be contacting applicants selected for an interview.
BCCSW is an equal opportunity/affirmative action employer committed to an inclusive and diverse workplace. All qualified applicants will receive consideration for employment regardless of race, colour, citizenship status, national origin, ancestry, sex, gender (including gender expression and gender identity), sexual orientation, age, weight, religion, creed, disability status, or any other basis prohibited by law.
Job Type: Fixed term contract
Pay: $37,200.00-$49,200.00 per year
Benefits:
- Dental care
- Extended health care
Education:
- Bachelor's Degree (required)
Work Location: In person
