Program Administrative Assistant

BCIT’s
- **Learning Teaching Centre** is currently seeking a
- ** regular, full-time (1.0**
**FTE**
**) Program Administrative Assistant. **Provides administrative and clerical support with the coordination and organization of instructional development, professional development activities and events, as well as supporting the academic deliveries and administrative functions within the Learning Teaching Centre (“LTC”). Ensures clerical and administrative activities support the efficient operation of the academic deliveries and their quality processes. Delivers front-line customer service and support to staff and clients within the Learning and Teaching Centre.**Duties & Responsibilities**

**ADMINISTRATIVE**
***
**DUTIES**
**&**
**RESPONSIBILITIES***:

- Responds to telephone, in person, written and electronic mail requests for information from faculty and staff about instructional development activities and programs.
- Corresponds with instructors, invited speakers, facilitators and participants and makes arrangements for hotel, parking, and travel, as necessary.
- Arranges meetings for LTC staff, LTC workshops and events including scheduling meetings, distributing agendas, booking facilities and equipment and arranging catering; Prepares and distributes meeting and workshop/event materials.
- Arranges and follows up on Audio Visual requirements for meetings and Professional Development activities by consulting with facilitators and coordinator as required.
- Maintains a primary role in supporting the Administrative Supervisor in organizing LTC internal and external events.
- Assists with formatting, word documentation, and spreadsheets as needed. Proofreads promotional copies and workshop materials.
- Drafts, processes, and distributes correspondence, agendas, minutes and reports for the coordinator.
- Collates and distributes registration packages, evaluation forms, and workshop materials.
- Gathers and performs data entry for surveys and program reviews as required.
- Summarizes program evaluations and assists with the generation of evaluation reports.
- Compiles statistics on Faculty Development activities and checks reports issued by the Coordinator for accuracy.
- Determines eligibility, generates and records certificates issued by the department.
- Acts as a recorder for committees and meetings as required by taking and transcribing minutes, to be duplicated and distributed.
- Works with media production and course development teams to provide close captioning of media or similar services to support universal design

**PROGRAM**
***
**ASSISTANT**
***
**DUTIES**
**&**
**RESPONSIBILTIES***:

- Processes registrations of faculty, staff and external people into Polytechnic Academy programs or activities using Banner and other BCIT enterprise systems.
- Processes registration fees as necessary where payment of fees accompanies registration.
- Compiles information, data, tables and spreadsheets from various sources into reports and presentations for internal and external audiences
- Prepares, inputs, and maintains information and documentation in student placement management system. Updates student information through running of system processes using BCIT enterprise systems.
- Maintains and updates information in various systems (i.e. Banner, D2L, OneDrive)
- Maintains Polytechnic Academy course content on department website and ensures information is current and accurate.
- Provides administrative support for instructional and faculty development committees
- Manages electronic and hard copy filing, developing and maintaining an efficient system and process documentation.
- 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 for 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.
- **License(s)/Certifications(s)**:
**Experience**: Requires two (2) years’ general experience plus up to one year’s practical current experience on this or related jobs inside or outside the Institute.
- **Software/Computer Application(s) and Expertise**:

- Advanced level MS Office programs including Excel.
- Excellent skills with online registration systems and professional survey systems.
- Accurate keyboarding skills of 60 wpm.

**Communication/Interpersonal Skills**:

- Excellent interpersonal, oral and written communication skills.
- Proven ability to work as an effective member of a team.
- Ability to handle confidential/sensitive information with discretion.
- Ability to work collaboratively with colleagues

**Administra