Program Assistant

2 weeks ago

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

BCIT’s **School of Transportation** is seeking a **temporary, part-time (0.5 **FTE**) Program Assistant**. This position provides administrative support to the Chief Instructors and Instructors, Aerospace Technical Programs, including Industry Services, at the Aerospace Technology Campus. The Program Assistant maintains attendance reports, ensures grades are processed accurately and timely, schedules student meetings, and maintains the day to day program activities, including filing and Records Management. The Program Assistant provides a high level of customer service to internal (i.e. staff members and students) and external (i.e. prospective students and Industry) clientele.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Creates and maintains student registration tracking tool for assigned programs, including waitlist for students needing to retake courses.
- Maintains course files, including term rollover and ongoing additions, deletions, and changes, for assigned program areas.
- Creates and distributes attendance records for each class.
- Ensures student orientation manual is current and accurate.
- Responsible for collecting, calculating, verifying and ensuring accuracy of grades, attendance, and other student-related records and reports.
- Submits approved grade reports to Student Records.
- Submits required documentation to, and liaises with, the Quality Assurance Department to create and maintain associated program forms.
- Creates, maintains, and controls class files and other student-related documents
- Processes tool-box refunds for students.
- Receives withdrawal/transfer/clearance forms from students and liaises with Admissions to verify and update all relevant class information. Delivers refund information to the Finance Department.
- Assists with internal and external audits (including BCIT, TC, and CCAA) on an ongoing basis and assists with response to any findings/observations.
- Assists the Chief Instructors, aerospace programs with processing administrative and educational student issues.
- Remains current with regulatory-body requirements.
- Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (BCIT, FOIPOP and those of regulatory-bodies).
- Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP, Institute and regulatory-body policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB,) or appropriate alternative; procuring file folder labels through the DRDB or appropriate, indicate the classification to which files belong; filing incoming documents into the records management system to support the business process, and assists staff members with proper security levels to identify and retrieve active records when required.
- Backfills the reception position as required (processing e-hires, performing cashiering and other reception position functions).
- Balances daily campus cash report.
- Recommends and implements ongoing improvements to administrative and business processes.
- Acts as the liaison with various service departments.
- Assist with the scheduling of meetings, and take minutes at Departmental and Program Advisory Committee Meetings]
- Monitors BCIT web site on a regular basis to ensure accuracy of information for program area.
- Assists with preparation and maintenance of course announcements, course information packages, etcetera, for the program area.
- Assists with the planning and coordination of regular activities associated with the department, such as distributing, collecting and submitting student surveys etcetera.
- Assists with planning and coordination of new employee orientation and departing employee clearance process.
- Provides support to co-workers during staff absence, or during peak periods.
- Undertakes special projects as assigned by the Chief Instructors and/or Administrative Manager.
- 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**:
**Experience**:

- Two years general experience, plus one year practical current experience in a position of similar responsibility, preferably in an education environment.

**Software/Computer Application(s) and Expertise**:
**Communication/Interpersonal Skills**:

- Excellent interpersonal, verbal and written communication skills; proven ability to provide outstanding customer service.

**Administrative Skills (e.g. prioritizing, minute taking, etc.)**:

- Demonstrated ability to problem solv

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