Program Coordinator, Trades Access Specialist

The British Columbia Institute of Technology is seeking a highly skilled and experienced Program Coordinator, Trades Access to join our team. This is a regular, full-time position that provides program analysis and coordination support to the Trades Access Department programs and services.

• 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 goals and objectives, establishing priorities and flagging items requiring immediate attention.
• Generate, prepare, and distribute business analytics-based reports, including enrollment and financial reports, relating to program declarations, historical enrollment, budget information, instructor/faculty contract information, operating costs, break-even information, etc.
• Coordinate, prepare, and implement marketing and promotional activities.
• Assist with the compilation and copy proofreading for marketing and promotional publications, including online publications.
• Maintain website content for programs, interact and communicate with the appropriate parties 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 the liaison between students, instructors/faculty, coordinators, and managers.
• Facilitate term start-up process by providing class lists, contracts, course outlines, parking passes, and any other materials instructors/faculty require.
• Build and maintain term course enrollment spreadsheets, track enrollment.
• Prepare and send appointment offers/electronic contracts to instructors/faculty and record receipt of confirmations.
• Advise the appropriate departments of changes in courses – capacity changes, cancellations, and changes in locations.
• Contact students either by phone or email regarding changes in course location or course cancellations, explaining refund procedures and offering alternatives.
• Coordinate and provide administrative support for program and student-related meetings, scheduling, room booking, catering arrangements, preparing and distributing agendas and supporting materials, attending meetings, taking minutes, and circulating minutes and taking appropriate follow-up action as needed.
• Coordinate and provide support for program orientation sessions.
• Assist with onboarding and orienting new instructors/faculty and identify and provide resources on the Learning Hub repository for new instructors/faculty.
• Ensure that instructors/faculty are attached to their Learning Hub shell for courses.
• Reconcile monthly purchase card statements as needed.
• 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.
• 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.
• Assist when needed in course scheduling, instructor/faculty orientation, processing invoices, ordering supplies, photocopying, campus deliveries, correspondence (letters, memos, and email), and special event planning/participation/invoicing and delivery, including attending as required.
• Coordinate the distribution and filing of student Individual Accommodation Plans (IAPs) and liaise with the Accessibility Services as necessary with regard to the execution of the plan, such as 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.
• Track and gather information on programs and student progress by coordinating processes and input methods to gather and support information data needs.
• Conduct ongoing data validations to ensure data integrity and department data process flows are followed.
• Extract data and analyze outputs on enrollments, student progress, program performance, and exam results; produce insights and metrics on results using statistical methods.
• Provide summary reports and analytical insights to inform department heads or team leads.
• Monitor course enrollments; prepare enrollment statistical reports and analyze trends to make recommendations for developing new courses or making program changes.
• Work with Department Head to support department planning, resource monitoring, and scheduling activities.
• Provide program information to potential students, and internal and external stakeholders.
• Provide 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).
• Liaise with Information Services on behalf of end users on system anomalies; recommend and collaborate on solutions to instructors/faculty.
• Compile and reconcile financial data related to program costing, budgets, invoicing, and cross-charging.
• Oversee department timetabling requests.
• Liaise with Student Records, Admissions, Accessibility services, and other departments to ensure smooth program delivery.
• Maintain course outlines and ensure outlines are up-to-date in the systems.
• Review and process student status and course grades in Banner.
• Provide orientation assistance to new instructors/faculty and students.
• Coordinate the Instructor/Faculty onboarding process and track onboarding training completion, ensuring processes and procedures are up-to-date and reflect current Institute policies and procedures.
• Monitor BCIT website on a regular basis to ensure accuracy and currency of information.
• Ensure office equipment is serviced as necessary.
• Participate in Records Custodian training and remain current with 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, including maintaining index and retrieval systems of office files through the directory of Records Database (DRDB), or appropriate alternative, procuring file folder labels through the DRDB as appropriate, indicating the classification to which files belong, and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.
• Undertake related duties as assigned consistent with the job grade for this position.

• Bachelor's degree in business and technology or an analytical discipline.
• Two years of general experience, plus a minimum of four years of practical experience in similar positions, collecting, synthesizing, evaluating, and analyzing information for program planning in a post-secondary educational environment.
• Demonstrated skills in Microsoft Office applications, including Excel, Word, and Access.
• Demonstrated skills and knowledge of administration, reporting, and Content Management Systems such as Banner, Cognos.
• Demonstrated skills in Learning Management Systems and WordPress.
• Excellent communication, interpersonal, organizational, planning, coordination, prioritization, and follow-up skills.
• Demonstrated ability to work both independently and as a team member.
• Strong problem-solving, critical thinking, and conceptual skills.
• Accurate keyboarding skills of 50 wpm.
• Project management experience to plan, lead, organize, coordinate, and communicate major initiatives involving faculty, staff, and students.
• Detail-oriented with proven ability to meet changing priorities, work to deadlines, and make responsible decisions while maintaining a high level of customer service.
• Ability to speak to large groups and to take the initiative in identifying problems and possible solutions.