Program Coordinator, Trades Access Specialist

BCIT's School of Transportation is seeking a regular, full-time Program Coordinator, Trades Access to provide program analysis and coordination support to the Trades Access Department programs and services.

• 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 business analytic-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.
• Helps coordinate, prepare, and implement marketing and promotional activities.
• Assists 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.
• Provides course and program information to students to orient and resolve problems through in-person communication – phone calls, email, and mail. Acts as the liaison between students, instructors/faculty, coordinators, and managers.
• 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 spreadsheets, 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 changes in locations.
• Contacts students either by phone or email regarding changes in course location or course cancellations, explaining refund procedures and offering alternatives.
• 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 databases.
• 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.
• Assists 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.
• 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 arranging exams, ensuring that additional supports identified in the IAP are made available to the student, etc...
• Sets up and maintains 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 enrollments; prepares enrollment 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).
• Liaises with Information Services on behalf of end users on system anomalies; recommends and collaborates on solutions to instructors/faculty.
• Compiles and reconciles financial data related to program costing, budgets, invoicing, and cross-charging.
• Oversees department timetabling requests.
• Liaises with Student Records, Admissions, Accessibility services, and other departments to ensure smooth program delivery.
• Maintains course outlines and ensures outlines are up-to-date in the systems.
• Reviews and processes student status and course grades in Banner.
• Provides orientation assistance to new instructors/faculty and students.
• Coordinates the Instructor/Faculty onboarding process and tracks onboarding training completion, ensuring processes and procedures are up-to-date and reflect current Institute policies and procedures.
• Monitors BCIT website on a regular basis to ensure accuracy and currency of information.
• Ensures office equipment is serviced as necessary.
• Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP).
• Undertakes 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.
• Undertakes related duties as assigned consistent with the job grade for this position.Qualifications
  • 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.