Program Assistant, Full-time Programs

2 weeks ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s
- **School of Transportation** is seeking a
- **temporary, full-time (1.0**
**FTE**
**) Program Assistant, Full-time Programs**. This position provides administrative and support services, records and information management and student and staff services related to events and full-time programs offered at the BCIT Marine Campus Co-op Office, including the Marine Engineering, Nautical Sciences, and Bridge Watch Rating. Works collaboratively with the Co-op Coordinator, Department Heads, Associate Dean, faculty and other support staff, Registration, library and students to ensure efficient and effective operations of the Marine Campus.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:
**Administrative supporting services**:

- Assists with the day-to-day administration of the Marine co-op office and the full-time programs, ensuring that all administrative processes are conducted in compliance of BCIT’s policies and procedures.
- Assists the Co-Op Coordinator with scheduling interviews for Cadet job placements.
- Performs calls screening, appointments scheduling and mail handling.
- Arranges meetings including catering, agenda packages, and minutes taking as required.
- Provides clerical support (such as photocopying, filing, faxing, distributing materials, and ordering materials and supplies).

**Information and Records Management**:

- Maintains office policies, procedures and process systems, as well as an up-to-date, comprehensive knowledge base of workplace education programs.
- Monitors and collects information and data regarding co-op student enrollment and placements for the provision of detailed statistical information to government agencies and professional associations.
- Maintains systems to track students for the duration of the enrollment in the program.
- Prepares statistical reports on students and alumni for analysis and decision making.
- Under Department Head’s direction, prepares, collects and processes programs documentation, including students work term registration, marks, filing student records, curriculum and program changes and the full-time calendar.
- Monitors and maintains accurate updated information of all related programs and events on the BCIT web site, and social media for programs and courses promotion.
- Ensures creation and administration of course folders as indicated.
- In coordination with the Administrative Manager, liaises with marketing to promote Marine Campus programs/courses.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).

**Programs and events related service to students and staff**:

- Provides information to students on the Marine Campus programs and BCIT services available (such as counselling, tutoring, financial aid, scholarships and awards).
- Allocates and maintains student locker assignments for the campus.
- Coordinates applicant interview process Admissions, and arranges for AV support for video interviews as required.
- Assists the Department Heads and Cadet Co-Op Coordinator with planning and coordination of regular activities, student support, exam re-write registrations and student orientation.
- Assists with the ordering, distributing, and costing of uniform items for Cadet Programs.
- Coordinates invitations and RSVP’s to the Marine Campus convocation ceremony, as well as awards selection, and event agenda.
- Participates in program information sessions, institute Info sessions, orientation sessions, career days, events that celebrate student success and other marketing opportunities.
- Promotes the School of Transportation and Marine programs at trade shows and external exhibits both locally and on occasion beyond the lower mainland, within BC.
- Maintains a high level of customer service and represents the school and the institute in a professional manner. May be required to attend meetings both on and off campus.
- Undertakes special projects as assigned by the Department Heads, Associate Dean, or Administrative Manager.
- Provides support to co-workers during absence or during peak periods.
- Undertakes related duties as assigned, consistent with the job grade of 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**:

- Grade 12 plus completion of one year of post-secondary education in an Administrative Program (i.e. BCIT Certificate Program).

**License(s)/Certifications(s)**:

- Certified in Occupational First Aid Level II.

**Experience**:

- Two years general experience plus one year practical directly related experience

**Software/Computer Application(s)

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