Program Assistant

3 weeks ago

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

BCIT’s** School of Business + Media **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 part-time studies (PTS) courses, including both regular PTS and cohort-based programs. This position reports to the Associate Dean and may receive functional direction from the Part-time Studies (PTS) Coordinator and/or the Administrative Coordinator, and/or the Program Head.**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 and/or Manager’s 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 contract information, operating costs, break even information, etc.
- Supports the PTS and/or Program Coordinator and the School of Business + Media Marketing department to help coordinate, prepare and implement marketing and promotional activities (i.e., representing Digital Arts, Media and Design PTS at Information Sessions, Careers Fairs, etc.; undertaking social media campaigns).
- Assists the PTS and/or Program Coordinator and School of Business + Media Marketing department with the compilation, and copy proofreading for marketing and promotional publications, including online publications.
- Maintains website content for programs; interacts and communicates with the School of Business + Media Marketing Coordinator, and Student Services 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 require.
- Builds and maintains term course enrollment spreadsheet, tracks enrollment on a daily basis and in absence of the respective department’s Program and/or PTS Coordinator makes recommendations regarding course cancellations and increasing enrolment within established guidelines.
- Prepares and sends appointment offers/electronic contracts to instructors, records the receipt of confirmations - done prior to term start up. Follows up -with outstanding confirmations.
- Prepares contracts for PTS instructors, lab assistants, markers, guest lecturers, substitutes and course developers.
- Monitors electronic contracts through the approval process and follows up on all outstanding contracts to be approved.
- Coordinates the Selection Committee process for PTS and/or Program instructor hiring.
- Monitors course outline submission and follows up on all outstanding contracts to be approved.
- Assists the respective department’s PTS and/or Program Coordinator with classroom and online issues, and communicates with the PTS and/or Program Coordinator, the Administrative Coordinator and the BCIT Timetabling department.
- Advises the appropriate departments of changes in courses - capacity changes, course cancellations and changes in locations.
- Coordinates and provides administrative support for PTS or full-time program advisory committee meetings and other meetings as assigned: this includes 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, and identifies and provides resources on the Learning Hub repository for new instructors.
- Ensures that instructors are attached to their Learning Hub shell for courses.
- May make purchases on behalf of programs using a department purchase card, and reviews and reconciles monthly purchase card statements as needed.
- Prepares and submits program update forms.
- 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.
- Coordinates textbook and material requisition process for courses in conjunction with the Bookstore for each term, and external material suppliers.
- Follows up with instructors each term concerning outstanding final grade concerns (i.e., incomplete grades, potentially incorrect final grade information submitted) for resolution.
- Obtains final grade information (i.e., final grade break down and attendance) from i

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