Program Assistant

BCIT’s **School of Construction and the Environment** is seeking a **temporary, full-time (1.0**FTE**) Program Assistant**. The Program Assistant provides administrative and operational support required to ensure successful delivery of all full-time and/or part-time studies programs within the School. This position reports to the Associate Dean and receives functional direction from the Manager, School Operations, Program Coordinators and/or the Program Head. Plans and implements actions required within the scope of the role to support the course/program development, organization, marketing, student enrollment, faculty and staff management and continuous operation of the School.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Responsible for the coordination and provision of Department-wide functions associated with the operation and administration of full-time and/or part-time studies within the assigned program areas.
- Acts as a liaison between the Academic Dean, faculty, students, staff, industry clients and other internal/external stakeholders/agencies in accordance with BCIT policies and procedures, to provide information and coordinated assistance on a variety of matters related to programs and courses.
- Supports Program Heads in a collegial manner by performing administrative activities associated with the development of courses or programs, as well as supporting course loading review and faculty availability as needed; advises Program Head of any issues; prioritizes program administrative workload and performs any necessary follow-up. Reviews department timetabling requests, resolves conflicts and suggests alternative options, and maintains the department spreadsheet.
- Provides administrative and logístical support, inclusive of room bookings, catering, invitations, minute-taking and meeting preparation, as needed for departmental or Institute meetings and events, such as department meetings, orientation, information sessions, Program Advisory Committee (PAC), students awards, selection committees, interviews, department tour and site visits, etc.
- Provides support for completion of meeting minutes. Takes minutes at meetings, prepares drafts for review after the meetings, finalizes minutes by getting all required signatures/approvals and archiving minutes for future uses.
- Provides course/program information and assistance to current and prospective domestic and international students and industry clients, referring them to information resources, appropriate agencies, counselling or faculty as required.
- Monitors enrolment and financial feasibility for each course on database and performs all functions related to cancelling courses; oversees credential and course tracking to ensure course pre-requisites are met; maintains course files for term rollover and ongoing additions/deletions/changes.
- Maintains confidentiality and applies discretion to supporting the selection committee activities with new faculty recruitment, including supporting the scheduling of interviews and submitting e-hires; assisting with onboarding and orienting new faculty, and assigning department office space and equipment. Submits and tracks PTS faculty contracts for approval.
- Facilitates term start-up process by preparing and delivering all necessary materials faculty may need; ensures accurate and timely preparation of course and program planning materials, including ordering and distributing textbooks and software.
- Provides administrative support for term-end final marks approvals; prepares final exam packages and their schedules; coordinates exams from online courses and/or exams outside of Lower Mainland between students and proctors; organizes and invigilates Prior Learning Assessment Recognition and make-up exams.
- Assists with preparation and maintenance of course information packages, final exam packages, and coordinates with Scheduling and Course File teams on course schedule update (i.e., CRN request, schedules for students, instructors, rooms, exams, make-up classes, and computer lab bookings, etc.).
- Participates in the development and implementation of internal School processes for handling student assessments, records and reports in accordance with School and Institute guidelines, policies and procedures and in a manner appropriate for internal and external quality assurance, verification and reporting, using data management reporting systems
- Initiates department purchase orders per budget guidelines to maintain office supplies, to ensure office equipment is serviced as necessary, and to performs routine office upkeep.
- Maintains awareness of Department and Program‘s goals and objectives, aligning Program Assistant priorities and flagging impacted items/issues requiring immediate attention. Maintains and updates processes and procedures related to day-to-day operation of department.
- Maintains website content for programs, ensuring accuracy and currency of information; in