Program Assistant

BCIT’s **School of Construction and the Environment** is seeking a **regular, full-time (1.0 **FTE**) Program Assistant.** The overall function of this position is to be responsible for the administration and operational activities required to ensure successful enrolment and delivery of high quality, high profile Part-Time Studies, Industry Service course and programs offered to the general public, industry clientele, and international students. Responsibilities include: managing logistics of courses; program and curriculum; arranging ancillary service and classroom allocation; developing and maintain financial tracking system; providing support to course and program development, and marketing; advising students and instructors; coordinating activities with industry, agencies, contractors and BCIT service departments.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Administers the developing, scheduling, marketing, and delivery of Part-Time Studies, and Industry Services activities.
- Maintains prerequisite and waitlist database software specific to Interior Design PTS programs.
- Collaborates as an essential team member within a matrix structure that includes program head/coordinators, faculty and managers within and across school boundaries.
- Provide information to both student and industry customers to orient and resolve problems.
- Researches, compiles and analyzes course enrolment and financial statistical data which impacts course management and marketing strategies in preparation for a final decision. Makes recommendations to program heads/coordinators and School of Construction management.
- Participates throughout the development process, and supports the implementation of Certificate, Diploma and B.Tech degree courses.
- Initiates and processes sensitive financial information, including all instructional and developmental contract documents and invoices to industry clients and government agencies. Initiates cross charges, purchase requisitions and accounts payable transactions.
- Administers the complex logistics of courses offered in a variety of formats and locations for Part-time Studies, Distance Education and Industry Services.
- Compiles, prepares and distributes marketing materials for PTS, and Student Services. Publications include PTS Calendar and Flyer, program brochures, newsletters, announcements and course information packages.
- Functions as a liaison with associate deans, coordinators, faculty, students and other departments to maintain effective.
- Departmental communication and collaboration.
- Provides orientation and assistance to faculty. Orients, directs and delegates work to auxiliaries, as required.
- Maintains up-to-date comprehensive knowledge of BCIT’s programs, policies procedures and process system.
- Based on a thorough knowledge of program requirements and courses primarily listed in the PTS calendar, provides course/program advising and recruitment information to prospective students; refers students to information resources, appropriate agencies, counseling or faculty referrals, as required.
- Organize and prioritize tasks, assess resources to ensure objectives, deadlines and client needs are met.
- 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.
- **Education**:
**Experience**:

- Two years’ experience in an administrative position and two years in a position of similar responsibility, preferably in an educational environment.

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

- Advanced knowledge and demonstrated use of production software including desktop publishing, word processing, database, and spreadsheets required.

**Communication/Interpersonal Skills**:

- Demonstrated oral and written communication skills to be applied within a complex organization of departments, instructors and support staff.

**Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.)**:

- Must have superb organizational, time management and interpersonal skills plus sound knowledge of office systems and procedures.

**Other Skills/Abilities**:

- Ability to establish priorities, work to tight deadlines, troubleshoot, problem solve and make responsible decisions independently and as a team member. A high degree of flexibility and initiative are required with a positive and proactive approach to facilitating the growth and development of the PTS and Industry Service requirements of the Sc