Program Assistant

BCIT’s
- **School of Construction and the Environment **is seeking a r
- **egular, full-time (0.5**
**FTE**
**) Program Assistant** in their
- ** Architectural and Building Engineering Technology Department**. Provides administrative and operational support to faculty, staff and students to ensure successful enrolment and delivery of high-quality courses and programs in the Architectural and Building Engineering Technology, which are offered to general public, industry clientele, and government agencies. Coordinates with faculty, students and BCIT service departments, the logistics of courses, programs and curriculum, liaising with industry, and external agencies as required. Arranges ancillary services and supplies, maintaining databases and systems, to facilitate staffing, program schedules and financial tracking system. Assists in course and program development and marketing, liaising with industry, agencies, instructors and students.**Duties & Responsibilities**

**DUTIES**
**&**
**RESPONSIBILITIES***:
**Administrative supporting services**:

- Assists with the day-to-day administration of the office and the full-time programs, ensuring all administrative processes are following BCIT’s policies and procedures.
- Administers the development, scheduling, marketing, and delivery of Full-Time Studies activities.
- Arranges meetings including catering, agenda packages, and minutes taking as required.
- Provides clerical support (such as photocopying, filing, faxing, distributing materials, and ordering materials and supplies).
- Organizes and prioritizes tasks, assesses resources to ensure objectives, deadlines and client needs are met.

**Information and Records Management**:

- Researches, compiles and analyzes course enrolment and financial statistical data which impacts course management and marketing strategies in preparation for a final decision.
- Maintains up-to-date comprehensive knowledge of BCIT’s programs, policies procedures and process system.
- Ensures accuracy of promotional documents, makes changes where needed, i.e. on Banner or to other departments and with various external agencies and facilitate delivery of such documents.
- Monitors and maintains accurate updated information of all related programs and events on the BCIT web site, and social media for programs and courses promotion.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).

**Programs and events related services to students and staff**:

- Collaborates as an essential team member within a matrix structure that includes program head, faculty and managers within and across school boundaries.
- Provides information to both student and industry customers to orient and resolve problems.
- Makes operational recommendations to program heads and School of Construction management.
- Functions as a liaison with associate deans, coordinators, faculty, students and other departments to maintain effective departmental communication and collaboration.
- Provides course/program and recruitment information to prospective students, based on a thorough knowledge of program requirements and courses; refers students to other programs and/or information resources, appropriate agencies, counseling or faculty referrals, as required.
- Guides yellow contract employees, regarding, benefits entitlements, and direct to appropriate department/person for extenuating circumstances.
- Liaises with the Registrar’s office, Banner Systems coordinator and BCIT Webmaster to ensure consistency of course and program information and links.
- Provides information and direction to students writing external agencies exams.
- Liaises with all parties involved including students and other BCIT departments to maintain effective communication and collaboration as well as various external clients.
- Ensures effective management of sensitive communication between students, instructors and/or management
- 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.
- **Education**:

- Completion of Grade 12, plus completion of one year of post-secondary education in an Administrative Program (i.e. BCIT Certificate Program).

**License(s)/Certifications(s)**:
**Experience**:

- Requires two years’ general experience plus up to two years practical directly related experience working on this job or related jobs inside/outside the Institute.
- Experience working in a busy, demanding environment with changing priorities essential.

**Software/Computer Application(s) and Expertise**:

-