Program Assistant

BCIT’s
- **School of Health Sciences** is currently seeking a
- **regular, full-time (1.0**
**FTE**
**) Program Assistant, Specialty Nursing**. Provides administrative and operational support to assigned nursing program in the School of Health Sciences. Ensures delivery of Part-time and Compressed time frame/Full-time Component programs, including independent, health authority and other industry sponsored programs and courses. Communicates and works closely with internal departments and external organizations. Provides support on programs, registration and admissions. Maintains student records, facilitates student orientation and tracks academic progress of students from program entry to completion. Coordinates internal and external contract processes, invoicing of client contracts and retention of associated records. Runs various financial reports and manages budgetary issues on behalf of industry partners and department. Ensures smooth administration of program delivery for theory classes and clinical placements, both on and off campus. Identifies areas for concern within program administration; recommends and implements approved solutions.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:
**Student Coordination**
- Acts as primary contact for students undertaking the program; provides course/program information and guidance; refers students to appropriate information resources both within BCIT and other external organizations.
- Reviews qualifications for programs and course entry and verifies student placement within the program. Sets up courses online (Learning Hub): uploads course content, cross-lists CRNs, adds participants in various roles and troubleshoots problems as needed.
- Handles confidential information including student, health authority and faculty issues and ensures proper policy and protocol compliance prior to escalation to Program Head and Associate Dean. Maintains student files and records within assigned program.
- Coordinates and maintains exams procedures for Specialty Nursing part-time and industry sponsored studies including invigilating on
- campus exams.
- Approves grades when needed and follows up with faculty each term concerning outstanding final grades and resolves any concerns.

**Program Administration**
- Collaborates with Program Heads and Health Authorities to coordinate and prepare schedules for Compressed Time Frame programs, industry sponsored courses and training delivered at BCIT and other off-site locations, including room arrangements and space leasing agreements.
- Composes clinical placement requests, clinical placement confirmation within Canada wide Health Sciences Placement Network and coordinates clinical practice education placements for all specialty nursing programs. Communicate with clinical coordinators, Program Heads and HSPnet destination sites for clinical practice education placements.
- Coordinates program delivery with faculty and PTS instructors by providing class lists, student contact information, student course history, and exam information per intake. Liaises with PTS Declaration Specialists to ensure students are declared in the applicable Major Code for institute planning and reporting, and graduation.
- Prepares instructional and developmental contracts for curriculum development, markers, lab assistants, instructors, and PTS administration on a regular basis. Ensures appropriate grade approvers are assigned to each course.
- Liaises and coordinates with Associate Deans, Program Heads, Faculty, BCIT Finance, Payroll, A/R and A/P, Student Information and Enrolment Services, Student Records, Course File, International Student Centre, IT, Facilities, Program Advising, Admissions, Logistics, Timetabling, BCIT Bookstore, Imaging, Test Centre, and PTS Systems Administration to ensure appropriate and timely program administration.
- Administers course offerings through Banner including but not limited to course set up, creating and maintaining CRNs. Advises appropriate departments and students as needed of course changes. Proofreads course offerings on web pages for Specialty Nursing.
- Coordinates within the department to maintain training plan/room booking schedule and liaise with Timetabling to reserve rooms exclusive to Specialty Nursing and other classrooms as needed.
- Coordinates and participates in special events to promote program profile and offerings to internal and external clients. Supports coordination and implementation of marketing and promotional activities.
- Coordinates and organizes ancillary services including printing, AV services, office supplies, printer repairs, meeting venues, catering, parking facilities and honorariums.
- Review and arranges for disposal and / or archiving of confidential material as per Records Management Custodian guidelines. Adheres to FOIPOP policies and BCIT Records Management guidelines when communicating sponsored student program/course status and progress with