Program Coordinator, Flexible Learning and Industry

5 months 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 Coordinator, Flexible Learning and Industry Services**. The Program Coordinator provides administrative and operational support within the School of Transportation for delivery of Flexible Learning courses and industry services / corporate training. The incumbent coordinates contract processes, invoicing of client contracts and retention of associated records. The incumbent also participates in activities to support the delivery of programs and courses for internal and external clients, including marketing of Flexible Learning courses and attending information sessions and career fairs.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:
**Flexible Learning**:

- Generates, prepares, and distributes a variety of reports, including enrolment reports and financial reports, relating to budget information, instructor contract information, operating costs, break-even information, accrual information, etc.
- Supports the coordination and implementation of marketing and promotional activities (i.e., representing Part-time Studies at information sessions, trade shows and career fairs, etc.).
- Facilitates course delivery process by providing class lists, contracts, parking passes, evaluation packages and any other materials instructors require.
- Maintains records for certification courses; obtains course material and exams from external regulators and suppliers.
- Creates and maintains course enrollment spreadsheet, tracks enrollment on a per course basis and makes recommendations regarding course cancellations and increasing enrolment within established guidelines.
- Prepares contracts for Flexible Learning faculty.
- Monitors electronic contracts through the approval process and follows up on all outstanding contracts to be approved.
- Advises the appropriate departments (and students as appropriate) of changes in courses.
- Circulates and collects feedback information related course evaluation.
- Maintains course files for additions, deletions and changes.
- Creates and maintains course database (history of delivery, break-even calculations etc.).
- Coordinates material requisition process for courses in conjunction with the Bookstore or external suppliers for each term.
- Follows up with faculty each term concerning outstanding final grade concerns for resolution.
- Obtains and files final grade information (i.e., final grade breakdown and attendance) from instructors as required for externally regulated courses / exams (ICBC, CVSE, IVES etc.).
- Provides assistance when needed in course scheduling, processing invoices, ordering supplies, photocopying, campus deliveries and correspondence.
- Assists in new course development, providing support for uploading course outlines.
- Liaises with industry contacts and professional associations to ensure awareness of Flexible Learning courses and programs; coordinates and undertakes follow-up as necessary.

**Industry Services**:

- Working with the Associate Dean / Program Head / Chief Instructors, assists with client services coordination for courses and training delivered on-site at BCIT and off-site at client or other premises, as well as coordinates program and course admissions, registrations and payment as appropriate.
- Receives incoming inquiries from prospective and existing clients and provides information about courses, programs and other products offered by the School.
- Prepares and sends client confirmation letters, contracts, logístical information and other correspondence on behalf of the Associate Dean. Liaises with BCIT Corporate Services as required throughout the contract process.
- Develops, maintains and updates the department’s customer database management system: completes content population, ensures data accuracy, creates reports and initiates marketing communications to current and prospective clients.
- Develops Flexible Learning / Industry Services activity and revenue reports for Management.
- Participates in sales activities; prepares quotations; follows up with existing and potential clients on contract initiation and completion.
- Ensures that course and program information, and other curriculum information / packages are standardized for consistency and completeness in content, branding and layout.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- 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**:

- Grade

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