Program Assistant
5 days ago
BCIT's School of Business + Media is seeking a regular, full-time Program Assistant to provide administrative and operational support for the successful delivery of part-time studies (PTS) courses.
Key Responsibilities:- Provide information and academic advising to students, respond to inquiries, and perform administrative duties within the scope of the position.
- Maintain awareness of Program Head and/or Manager's goals and objectives, establishing priorities and flagging items requiring immediate attention.
- Generate, prepare, and distribute 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.
- Support the PTS and/or Program Coordinator and the School of Business + Media Marketing department to coordinate, prepare, and implement marketing and promotional activities.
- Assist with the compilation and copy proofreading of marketing and promotional publications, including online publications.
- Maintain website content for programs, interact with the School of Business + Media Marketing Coordinator, and Student Services to ensure adherence to applicable website policies and procedures.
- Provide course and program information to students to orient and resolve problems, through in-person communication, phone calls, email, and mail.
- Act as a liaison between students, instructors, coordinators, and managers.
- Facilitate term start-up processes by providing class lists, contracts, course outlines, parking passes, and other materials instructors require.
- Build and maintain term course enrollment spreadsheets, track enrollment on a daily basis, and make recommendations regarding course cancellations and increasing enrolment within established guidelines.
- Prepare and send appointment offers/electronic contracts to instructors, record receipt of confirmations, and follow up with outstanding confirmations.
- Prepare contracts for PTS instructors, lab assistants, markers, guest lecturers, substitutes, and course developers.
- Monitor electronic contracts through the approval process and follow up on all outstanding contracts to be approved.
- Coordinate the Selection Committee process for PTS and/or Program instructor hiring.
- Monitor course outline submission and follow up on all outstanding contracts to be approved.
- Assist the respective department's PTS and/or Program Coordinator with classroom and online issues, and communicate with the PTS and/or Program Coordinator, the Administrative Coordinator, and the BCIT Timetabling department.
- Advise the appropriate departments of changes in courses – capacity changes, course cancellations, and changes in locations.
- Contact students regarding changes in course location or course cancellations, explaining refund procedures and offering alternatives.
- Coordinate and provide administrative support for PTS or full-time program advisory committee meetings and other meetings as assigned.
- Coordinate and provide support for program orientation sessions.
- Assist with onboarding and orienting new instructors, and identify and provide resources on the Learning Hub repository for new instructors.
- Ensure that instructors are attached to their Learning Hub shell for courses.
- Make purchases on behalf of programs using a department purchase card, and review and reconcile monthly purchase card statements as needed.
- Prepare and submit program update forms.
- Maintain up-to-date, comprehensive knowledge of the School's and department's programs, procedures, and process systems.
- Maintain up-to-date, comprehensive knowledge of BCIT's policies, procedures, and process systems.
- Maintain Banner course files for term roll over and ongoing additions, deletions, and changes.
- Create and maintain course databases.
- Coordinate textbook and material requisition processes for courses in conjunction with the Bookstore for each term, and external material suppliers.
- Follow up with instructors each term concerning outstanding final grade concerns (i.e., incomplete grades, potentially incorrect final grade information submitted) for resolution.
- Obtain final grade information (i.e., final grade breakdown and attendance) from instructors each term, check grades for accuracy and completeness, send grades back to instructors if necessary, provide first-level approval of grades, and process marks as required, including the processing of marks change forms.
- Work with the respective department's PTS and/or Program Coordinator to prepare, review, and update marketing, advertising, and social media-related materials as required.
- Provide assistance when needed in course scheduling, instructor orientation, processing invoices, ordering supplies, photocopying, campus deliveries, correspondence, and special event planning/participation/invoicing and delivery.
- Assist in any new course and/or program development, or minor/major changes to existing programs, with regard to material preparation, editing, and typing proposals.
- Assist with aspects of Industry Training delivered courses/programs as required.
- Provide back-up to other Program Assistants in the School's and department's PTS administration group.
- Coordinate the distribution and filing of student Individual Accommodation Plans (IAPs) and liaise with the Accessibility Resources Centre (ARC), as necessary, with regard to the execution of the plan.
- Organize and invigilate Prior Learning Assessment Recognition and make-up exams.
- Set up and maintain filing systems (including confidential files) as required.
- Support the administrative component of the faculty performance appraisal system by preparing, distributing, and collating materials, ensuring adherence to established time lines, and following up as needed.
- Oversee credential and course tracking to ensure course requirements are met.
- Participate in Records Custodian training and remain current with current record-keeping practices, policies, and procedures (both BCIT and FOIPOP).
- Undertake the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures.
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