Program Assistant
6 months ago
BCIT’s **School of Computing and Academic Studies** is seeking a **regular, full-time (1.0 **FTE**) Program Assistant.** The Program Assistant provides administrative and operational support required to ensure successful delivery of all full-time and/or part-time studies programs within the School of Computing and Academic Studies. Reports to the Associate Director, School Operations and receives functional direction from the Associate Dean and/or the Department Program Head. Plans and implements actions required within the scope of the role to support the course/program development, organization, marketing, student enrollment, faculty and staff management and continuous operation of the School of Computing and Academic Studies.**Duties & Responsibilities**
**DUTIES** **AND**
**RESPONSIBILITIES**:
- Responsible for the coordination and provision of Department-wide functions associated with the operation and administration of full-time and/or part-time studies within the assigned program areas. Acts as a liaison between the Academic Dean, faculty, students, staff, industry clients and other internal/external stakeholders/agencies in accordance with BCIT policies and procedures, to provide information and coordinated assistance on a variety of matters related to programs and courses.
- Coordinates with Program Heads all activities associated with the development of courses or programs, as well as supporting course loading review and faculty availability as needed; advises Program Head of any issues; prioritizes program administrative workload and performs any necessary follow-up. Reviews department timetabling requests, resolves conflicts and suggests alternative options, and maintains the department spreadsheet.
- Provides administrative and logístical support, inclusive of room bookings, catering, invitations, minute-taking and meeting preparation, as needed for departmental or Institute meetings and events, such as orientation, information sessions, Program Advisory Committee (PAC), students awards, selection committees, interviews, etc.
- Composes, signs and distributes mail, including items of a confidential and/or sensitive nature. Conducts screening and routing of mail and materials for faculty, acting on matters arising from correspondence, and composing replies for signature by Manager and/or Program Heads. Ensures that all material delivered to the Instructors’ Resource Room is correct, complete and meets all timelines.
- Provides course/program information and assistance to current and prospective domestic and international students and industry clients, referring them to information resources, appropriate agencies, counselling or faculty as required.
- Monitors enrolment and financial feasibility for each course on database and performs all functions related to cancelling courses; oversees credential and course tracking to ensure course pre-requisites are met; maintains course files for term rollover and ongoing additions/deletions/changes.
- Maintains confidentiality and applies discretion to supporting the selection committee with new faculty recruitment, including scheduling interviews and submitting e-hires; assisting with onboarding and orienting new faculty, and assigning department office space and equipment. Submits and tracks PTS faculty contracts for approval.
- Facilitates term start-up process by preparing and delivering all necessary materials faculty may need; ensures accurate and timely preparation of course and program planning materials, including ordering and distributing textbooks and software.
- Provides administrative support for term-end final marks approvals; prepares final exam packages and their schedules; coordinates exams from online courses and/or exams outside of Lower Mainland between students and proctors; organizes and invigilates Prior Learning Assessment Recognition and make-up exams.
- Assists with preparation and maintenance of course information packages, final exam packages, all course schedules (i.e., schedules for students, instructors, rooms, exams, make-up classes, and computer lab bookings) etc.
- Develops and implements processes for handling student assessments, records and reports in a manner appropriate for internal and external quality assurance, verification and reporting, using data management reporting systems.
- Initiates department purchases per budget guidelines; reviews, reconciles and monitors financial expenditures, identifying and following up on discrepancies; processes invoices and cross-charges; researches, orders, picks up and maintains office supplies, ensuring office equipment is serviced as necessary, and performs routine office upkeep.
- Maintains awareness of Program Head and/or Manager’s goals and objectives, establishing priorities and flagging items requiring immediate attention. Maintains and updates processes and procedures related to day-to-day operation of department.
- Supports the administrative component of the
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