Program Coordinator, Trades Access

3 weeks ago

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

BCIT’s **School of Transportation** is seeking a **regular, full-time (1.0 **FTE**) Program Coordinator, Trades Access**. This position provides program analysis and coordination support to the Trades Access Department programs and services. Analyzes and provides insight on program performance results, mark reviews, student enrollment, entry assessments and student progress results. Identifies areas of concern and assists with devising and implementing proactive solutions to support the continued success of the programs. Plans, coordinates and executes on tasks that directly support the educational delivery, as well as supporting admissions, program preparation and program administration.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Provides information and academic advising to students, responds to inquiries and performs administrative duties within the scope of position.
- Maintains awareness of Program Head goals and objectives, establishing priorities and flagging items requiring immediate attention.
- Generates, prepares, and distributes a variety of business analytic based reports, including enrolment and financial reports, relating to: program declarations, historical enrolment, budget information, instructor/faculty contract information, operating costs, break even information, etc.
- Helps coordinate, prepare and implement marketing and promotional activities.
- Assist with the compilation and copy proofreading for marketing and promotional publications, including online publications
- Maintains website content for programs, interacts and communicates with the appropriate parties to ensure adherence to applicable website policies and procedures.
- Facilitates term start up process by providing class lists, contracts, course outlines, parking passes and any other materials instructors/faculty require.
- Builds and maintains term course enrollment spreadsheet, tracks enrollment.
- Prepares and sends appointment offers/electronic contracts to instructors/faculty and records receipt of confirmations.
- Advises the appropriate departments of changes in courses - capacity changes, cancellations and change in locations.
- Coordinates and provides administrative support for program and student related meetings, scheduling, room booking, catering arrangements, preparing and distributing agendas and supporting materials, attending meetings, taking transcribing and circulating minutes and taking appropriate follow-up action as needed.
- Coordinates and provides support for program orientation sessions.
- Assists with onboarding and orienting new instructors/faculty and identifies and provides resources on the Learning Hub repository for new instructors/faculty.
- Ensures that instructors/faculty are attached to their Learning Hub shell for courses.
- Reconciles monthly purchase card statements as needed.
- Maintains up-to-date comprehensive knowledge of the School’s and Department’s programs, procedures and process systems. Maintains up-to-date comprehensive knowledge of BCIT’s policies, procedures and process systems.
- Maintains Banner course file for term roll over and ongoing additions, deletions and changes.
- Creates and maintains course database.
- Works with the respective department’s PTS and/or Program Coordinator to prepare, review and update marketing, advertising and social media related materials as required.
- Coordinates the distribution and filing of student Individual Accommodation Plans (IAPs) and liaises with the Accessibility Services as necessary with regard to the execution of the plan, such as by arranging exams, ensuring that additional supports identified in the IAP are made available to the student, etc
- Set up and maintain filing systems (including confidential files) as required.
- Tracks and gathers information on programs and student progress by coordinating processes and input methods to gather and support information data needs.
- Conducts ongoing data validations to ensure data integrity and department data process flows are followed.
- Extracts data and analyzes outputs on enrollments, student progress, program performance and exam results; Produces insights and metrics on results using statistical methods.
- Provides summary reports and analytical insights to inform department heads or team leads.
- Monitors course enrolments; prepares enrolment statistical reports and analyzes trends to make recommendations for developing new courses or making program changes.
- Works with Department Head to support department planning, resource monitoring and scheduling activities.
- Provides program information to potential students, and internal and external stakeholders.
- Provides students with a high level of support and customer service to enhance their success within our programs, including in areas related to registration and status, orientation, direct entry evaluation and assessment, and Prior Learning Assessment Recognition (PLAR).
- Lia

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