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Program Support Coordinator

2 months ago

Burnaby, British Columbia, Canada British Columbia Institute of Technology Full time

Job Summary



We are seeking a detail-oriented and organized Program Support Coordinator to join our team at the British Columbia Institute of Technology (BCIT). In this role, you will provide administrative support for part-time studies courses and programs in the School of Business + Media.

About BCIT

The British Columbia Institute of Technology is a leader in technology education and applied research, with over 45,000 students and 8,500 faculty and staff members. Our campuses are located on the traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

The Role

As a Program Support Coordinator, you will be responsible for providing administrative support for part-time studies courses and programs in the School of Business + Media. This includes:

* Providing information and academic advising to students, responding to inquiries, and performing administrative duties within the scope of your position.
* Maintaining awareness of program goals and objectives, establishing priorities, and flagging items requiring immediate attention.
* Generating, preparing, and distributing reports related to program declarations, historical enrollment, budget information, instructor contracts, operating costs, break-even information, etc.
* Supporting the Part-Time Studies (PTS) Coordinator and the School of Business + Media Marketing department to coordinate marketing and promotional activities.
* Assisting with the compilation and copy-proofreading of marketing and promotional publications.
* Maintaining website content for programs, interacting with the School of Business + Media Marketing Coordinator, and Student Services to ensure adherence to applicable website policies and procedures.
* Providing course and program information to students to orient and resolve problems.
* Facilitating term start-up processes by providing class lists, contracts, course outlines, parking passes, and other materials required by instructors.
* Building and maintaining term course enrollment spreadsheets, tracking enrollment on a daily basis, and making recommendations regarding course cancellations and increasing enrollment within established guidelines.
* Preparing and sending appointment offers/electronic contracts to instructors, recording receipt of confirmations, following up with outstanding confirmations, and processing marks as required.
* Preparing contracts for PTS instructors, lab assistants, markers, guest lecturers, substitutes, and course developers.
* Monitoring electronic contracts through the approval process and following up on all outstanding contracts to be approved.
* Coordinating the Selection Committee process for PTS and/or program instructor hiring.
* Monitoring course outline submission and following up on all outstanding contracts to be approved.
* Assisting the respective department's PTS and/or Program Coordinator with classroom and online issues, communicating with the PTS and/or Program Coordinator, the Administrative Coordinator, and the BCIT Timetabling department.
* Advising departments of changes in courses, such as capacity changes, course cancellations, and changes in locations.
* Contacting students regarding changes in course location or course cancellations, explaining refund procedures, and offering alternatives.
* Coordinating and providing administrative support for PTS or full-time program advisory committee meetings and other meetings as assigned.
* Coordinating and providing support for program orientation sessions.
* Assisting with onboarding and orienting new instructors and identifying resources for them.
* Ensuring that instructors are attached to their Learning Hub shell for courses.
* Making purchases on behalf of programs using a department purchase card and reviewing and reconciling monthly purchase card statements as needed.
* Preparing and submitting program update forms.
* Maintaining comprehensive knowledge of the School's and department's programs, procedures, and process systems.
* Maintaining Banner course files for term roll-over and ongoing additions, deletions, and changes.
* Creating and maintaining course databases.
* Coordinating textbook and material requisition processes for courses in conjunction with the Bookstore for each term and external material suppliers.
* Following up with instructors regarding outstanding final grade concerns.
* Obtaining final grade information from instructors, checking grades for accuracy and completeness, sending grades back to instructors if necessary, providing first-level approval of grades, and processing marks as required.
* Working with the respective department's PTS and/or Program Coordinator to prepare, review, and update marketing, advertising, and social media-related materials as required.
* Providing assistance when needed in course scheduling, instructor orientation, processing invoices, ordering supplies, photocopying, campus deliveries, correspondence, and special event planning/participation/invoicing and delivery.
* Assisting in new course and/or program development or minor/major changes to existing programs regarding material preparation, editing, and typing proposals.
* Assisting with aspects of Industry Training delivered courses/programs as required.
* Providing backup support to other Program Assistants in the School's and department's PTS administration group.
* Coordinating the distribution and filing of student Individual Accommodation Plans (IAPs) and liaising with the Accessibility Resources Centre (ARC), as necessary, regarding the execution of the plan.
* Organizing and invigilating Prior Learning Assessment Recognition and make-up exams.
* Setting up and maintaining filing systems as required.
* Supporting the administrative component of the faculty performance appraisal system by preparing, distributing, and collating materials, ensuring adherence to established timelines, and following up as needed.

About You

To be successful in this role, you will have:

* The equivalent of full secondary school education plus completion of a two-year Business Diploma, plus additional training courses in marketing, word processing programs, data entry operations, and spreadsheets.
* Two years of general experience plus two years of practical business experience in an educational environment in a similar capacity.
* Demonstrated skills in the use of internet applications and MS Office, including Excel, Word, PowerPoint, and Access, with particular emphasis on creating complex, multifunctional spreadsheets using Excel.
* Demonstrated skills and knowledge of administration, reporting, and Content Management Systems, such as Banner, Cognos, Marqui, or WordPress.
* Excellent interpersonal, organizational, proofreading, and communication skills.
* Strong customer service orientation, especially when dealing with students, instructors, and clients.
* A high level of written and verbal communication skills.
* Demonstrated critical thinking and problem-solving skills with the ability to make decisions using independent judgment.
* Ability to prioritize, meet deadlines, work well under pressure, and effectively manage time.
* Ability to exercise tact and discretion when handling sensitive matters.
* Excellent planning, coordination, and follow-up skills.
* Ability to work independently and as a team player.
* Must be very well organized, responsible, detail-oriented, and professional.
* Ability to take and transcribe meeting minutes.
* Accurate keyboarding skills with the ability to type at 50 wpm.
* Creativity and ingenuity to get results or solve problems.
* Ability to work with a diverse range of stakeholders, including students, faculty, and internal and external departments.
* May occasionally be required to work at other campuses or off-site.
* May occasionally be required to work or attend and participate in functions outside of normal work hours.

What We Offer

We offer a competitive salary of $63,000 per year, a minimum of fifteen days of vacation, and a defined benefit pension plan with employer contributions. We also offer flexible hybrid work arrangements, professional development funds and resources, access to most BCIT Flexible Learning courses free of charge, wellness and Employee Assistance programs, and complimentary membership with free access to the Fitness Centre, Gymnasium, and more.

How to Apply

If you are a motivated and organized individual who is passionate about delivering exceptional support services, we encourage you to apply for this exciting opportunity. Please submit your application via our careers page portal.