Program Assistant, Part-Time Studies Administration

Position Summary BCIT’s School of Energy is seeking a temporary, full-time (1.0 FTE) Program Assistant, Part-Time Studies Administration. This role is responsible for the administrative and operational support required to ensure successful delivery of part-time studies (PTS) and distance education courses. Customer service activities include responding to telephone, email and in-person enquiries. This position also provides direct support to contract processing, financial tracking, classroom allocation, instructor assignments, scheduling, student registration, course cancellations, and marks processing. Duties & Responsibilities DUTIES AND RESPONSIBILITIES: Coordinates course offerings and schedules for future terms with educational managers. Ensures that accurate course data is entered into BCIT systems. Facilitates the Course File (roll-over) submission process in conjunction with the Coordinator/Associate Dean. Facilitates scheduling requirements of courses in consultation with department representatives. Ensures that faculty and rooms are assigned. Monitors enrolment and financial feasibility for each course offering in consultation with the Coordinators/Associate Dean. Follows appropriate processes for confirmed and cancelled courses. Responds to enquiries from the general public in an efficient and professional manner. Provides course and program information to prospective students. Refers students to appropriate resources. Contacts students regarding course cancellations and offers alternatives. Facilitates registration activities including obtaining special permissions, student transfers and student refunds. Supports faculty by providing class lists and information on BCIT PTS faculty support services. Ensures course marks are submitted by faculty in a timely manner and processes marks as required. Co-ordinates collection of student feedback. Coordinates and liaises with various BCIT departments and partners, as required. Coordinates and schedules written and practical examinations in accordance with the requirements of an external agency. Coordinates and facilitates the employment of PTS employees. Provides support for distance education programs including facilitating distribution of materials, contacting international students, and tracking student progress. Researches, compiles and analyzes course enrolment and financial statistical data for PTS courses in order to support coordinators and managers on course offerings. Maintains and updates the department’s section of the School’s PTS Procedures Manual. Monitors, ensures the currency of, and makes edits to the School’s PTS web pages in consultation with the Program Coordinator and Associate Dean. Assists in information sessions for the School. Maintains up-to-date, comprehensive knowledge of procedures and processes of the School’s programs, as well as BCIT in general. Provides back-up to other Program Assistants in the School’s PTS administration group. Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP). Undertakes related duties as assigned, consistent with the job grade of this position. Qualifications QUALIFICATIONS: Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications. Education: Completion of Grade 12, plus additional specialized training of up to 1 year duration in business administration or equivalent. Experience: Two years general experience plus one year experience in a similar position. Software/Computer Application(s) and Expertise: Demonstrated proficiency using Microsoft Office applications, including Word, Excel and Outlook. Experience with student information and registration systems, business intelligence reporting software, internet applications and email software. Communication/Interpersonal Skills: Excellent interpersonal, communication, organizational and problem solving skills. Demonstrated ability to deal with situations with tact, discretion and confidentiality. Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.): Accurate keyboarding skills of 50 wpm. Other Skills/Abilities: Demonstrated ability to establish priorities, to work independently as well as in a team. Additional Information Benefits – Why you’d love working with us Competitive pay Minimum of fifteen days of vacation prorated per year Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible Defined benefit pension plan with employer contributions Flexible hybrid work arrangements available Professional Development funds and resources Access to most BCIT Flexible Learning courses free of charge Wellness and Employee Assistance programs Complimentary membership with free access to the Fitness Centre, Gymnasium, and more Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits, click here BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire. The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).