Program Assistant
4 weeks ago
Job Summary
The British Columbia Institute of Technology is seeking a Program Assistant to provide administrative support for the delivery of part-time studies courses. The successful candidate will work closely with the Associate Dean, Part-time Studies Coordinator, and other stakeholders to ensure the successful delivery of programs.
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 goals and objectives, establish priorities, and flag items requiring immediate attention.
- Generate, prepare, and distribute business analytics-based reports, including enrollment and financial reports.
- Support the Part-time Studies Coordinator and School of Business + Media Marketing department to coordinate marketing and promotional activities.
- Assist with the compilation and copy proofreading of marketing and promotional publications.
- Maintain website content for programs and 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, orient, and resolve problems through in-person communication, phone calls, email, and mail.
- 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 daily, and make recommendations regarding course cancellations and increasing enrollment 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 part-time studies 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 part-time studies instructor hiring.
- Monitor course outline submission and follow up on all outstanding contracts to be approved.
- Assist with classroom and online issues and communicate with the Part-time Studies Coordinator, Administrative Coordinator, and BCIT Timetabling department.
- Advise departments of changes in courses, including capacity changes, course cancellations, and changes in locations.
- Contact students regarding changes in course location or course cancellations, explain refund procedures, and offer alternatives.
- Coordinate and provide administrative support for part-time studies 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 resources on the Learning Hub repository for new instructors.
- Ensure 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 knowledge of the School's and department's programs, procedures, and process systems.
- Maintain up-to-date 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 and external material suppliers.
- Follow up with instructors regarding outstanding final grade concerns.
- Obtain final grade information from instructors, check grades for accuracy and completeness, and send grades back to instructors if necessary.
- Work with the Part-time Studies 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 with 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 Part-time Studies administration group.
- Coordinate the distribution and filing of student Individual Accommodation Plans (IAPs) and liaise with the Accessibility Resources Centre (ARC) as necessary.
- Organize and invigilate Prior Learning Assessment Recognition and make-up exams.
- Set up and maintain filing systems as required.
- Support the administrative component of the faculty performance appraisal system by preparing, distributing, and collating materials.
- 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.
- Undertake the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures.
- Undertake related duties as assigned, consistent with the job grade of this position, and provide administrative support to and take functional direction from other Part-time Studies Coordinators in the School of Business.
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