Program Assistant

Position Summary

BCIT’s School of Business + Media is seeking a regular, full-time (1.0 FTE) Program Assistant. The Program Assistant provides administrative and operational support required to ensure successful delivery of all part-time studies (PTS) courses, including both regular PTS and cohort-based programs. This position reports to the Associate Dean and may receive functional direction from the Part-time Studies (PTS) Coordinator and/or the Administrative Coordinator, and/or the Program Head. Duties & Responsibilities DUTIES AND RESPONSIBILITIES:

Provides information and academic advising to students, responds to inquiries and performs administrative duties within the scope of position. Maintains awareness of Program Head and/or Manager’s goals and objectives, establishing priorities and flagging items requiring immediate attention. Generates, prepares, and distributes a variety of business analytic based reports, including enrolment and financial reports, relating to: program declarations, historical enrolment, budget information, instructor contract information, operating costs, break even information, etc. Supports the PTS and/or Program Coordinator and the School of Business + Media Marketing department to help coordinate, prepare and implement marketing and promotional activities (i.e., representing Digital Arts, Media and Design PTS at Information Sessions, Careers Fairs, etc.; undertaking social media campaigns). Assists the PTS and/or Program Coordinator and School of Business + Media Marketing department with the compilation, and copy proofreading for marketing and promotional publications, including online publications. Maintains website content for programs; interacts and communicates with the School of Business + Media Marketing Coordinator, and Student Services to ensure adherence to applicable website policies and procedures. Provides course and program information to students to orient and resolve problems, through in person communication, phone calls, e-mail and mail. Acts as the liaison between students, instructors, coordinators and managers. Facilitates term start up process by providing class lists, contracts, course outlines, parking passes, and any other materials instructors require. Builds and maintains term course enrollment spreadsheet, tracks enrollment on a daily basis and in absence of the respective department’s Program and/or PTS Coordinator makes recommendations regarding course cancellations and increasing enrolment within established guidelines. Prepares and sends appointment offers/electronic contracts to instructors, records the receipt of confirmations – done prior to term start up. Follows up -with outstanding confirmations. Prepares contracts for PTS instructors, lab assistants, markers, guest lecturers, substitutes and course developers. Monitors electronic contracts through the approval process and follows up on all outstanding contracts to be approved. Coordinates the Selection Committee process for PTS and/or Program instructor hiring. Monitors course outline submission and follows up on all outstanding contracts to be approved. Assists the respective department’s PTS and/or Program Coordinator with classroom and online issues, and communicates with the PTS and/or Program Coordinator, the Administrative Coordinator and the BCIT Timetabling department. Advises the appropriate departments of changes in courses – capacity changes, course cancellations and changes in locations. Contacts students either by phone or by email regarding changes in course location or course cancellations, explaining refund procedures and offering alternatives. Coordinates and provides administrative support for PTS or full-time program advisory committee meetings and other meetings as assigned: this includes program and student related meetings, scheduling, room booking, catering arrangements, preparing and distributing agendas and supporting materials, attending meetings, taking, transcribing and circulating minutes and taking appropriate follow-up action as needed. Coordinates and provides support for program orientation sessions. Assists with onboarding and orienting new instructors, and identifies and provides resources on the Learning Hub repository for new instructors. Ensures that instructors are attached to their Learning Hub shell for courses. May make purchases on behalf of programs using a department purchase card, and reviews and reconciles monthly purchase card statements as needed. Prepares and submits program update forms. Maintains up-to-date, comprehensive knowledge of the School’s and department’s programs, procedures and process systems. Maintains up-to-date, comprehensive knowledge of BCIT’s policies, procedures and process systems. Maintains Banner course file for term roll over and ongoing additions, deletions and changes. Creates and maintains course database. Coordinates textbook and material requisition process for courses in conjunction with the Bookstore for each term, and external material suppliers. Follows up with instructors each term concerning outstanding final grade concerns (i.e., incomplete grades, potentially incorrect final grade information submitted) for resolution. Obtains final grade information (i.e., final grade break down and attendance) from instructors each term, checks grades for accuracy and completeness, sends grades back to instructors if necessary, provides first level approval of grades and processes marks as required, including the processing of marks change forms. Works with the respective department’s PTS and/or Program Coordinator to prepare, review and update marketing, advertising and social media related materials as required. Provides assistance when needed in course scheduling, instructor orientation, processing invoices, ordering supplies, photocopying, campus deliveries, correspondence, (letters, memos and e-mail) and special event planning/participation/invoicing and delivery including attending as required. Assists in any new course and/or program development, or minor/major changes to existing program, with regard to material preparation, editing and typing proposals. Assists with aspects of Industry Training delivered courses/programs as required. Provides back-up to other Program Assistants in the School’s and department’s PTS administration group. Coordinates the distribution and filing of student Individual Accommodation Plans (IAPs) and liaises with the Accessibility Resources Centre (ARC), as necessary, with regard to the execution of the plan, such as by arranging exams for students with an IAP at the ARC office, ensuring that additional supports identified in the IAP are made available for the student, etc. Organizes and invigilates Prior Learning Assessment Recognition and make-up exams. Set up and maintain filing systems (including confidential files) as required. In conjunction with PTS and/or Program Coordinator, Program Head and Manager, supports the administrative component of the faculty performance appraisal system by preparing, distributing and collating materials, ensuring adherence to established time lines and following up as needed. Oversees credential and course tracking to ensure course requirements are met. Participates in Records Custodian training and remains current with current record keeping practices, policies, and procedures (both BCIT and FOIPOP). Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the directory of Records Database (DRDB), or appropriate alternative; procuring file folder labels through the DRDB as appropriate, indicating the classification to which files belong; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records. Undertakes related duties as assigned, consistent with the job grade of this position as necessary and in a similar capacity, provides administrative support to, and takes functional direction from, other PTS Coordinators in the School of Business. 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: Requires the equivalent of full secondary school education plus completion of a two-year Business Diploma, plus additional training courses in marketing, word processing programs, data entry operations, and spreadsheets.
Experience: Two years of general experience plus two years of practical business experience in an educational environment in a similar capacity. Experience in marketing processes related to the function.
Software/Computer Application(s) and Expertise: Demonstrated skills in the use of internet applications and MS Office including, Excel, Word, Power Point and Access, with particular emphasis on the ability to create complex, multifunctional spreadsheets using Excel. Demonstrated skills and knowledge of administration, reporting and Content Management Systems, such as Banner, Cognos, Marqui or WordPress.
Communication/Interpersonal Skills: Excellent interpersonal, organizational, proof reading and communication skills required. Strong customer service orientation required, especially when dealing with students, instructors, and clients in order to maintain a good relationship and continuous business/working relations. A high level of written and verbal communication skills is required. Demonstrated critical thinking and problem-solving skills with the ability to make decisions using independent judgment.
Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.): Ability to prioritize, meet deadlines, work well under pressure, and effectively manage time. Ability to exercise tact and discretion when handling sensitive matters. Excellent planning, coordination and follow-up skills. Must be able to work independently and as a team player. Must be very well organized, responsible, detail oriented and professional. Ability to take and transcribe meeting minutes. Accurate keyboarding skills with the ability to type at 50 wpm.
Other Skills/Abilities: Must use creativity and ingenuity in order to get results or in problem solving. Must have the ability to work to work with a diverse range of stakeholders, including students, faculty, and internal and external departments. May be occasionally required to work at other campuses or off-site. May be occasionally required to work or attend and participate in functions outside of normal work hours. Additional Information Benefits – Why you’d love working with us

Competitive pay Minimum of fifteen days of vacation Competitive employer-paid extended health and dental plan – take a look at our benefit plans Defined benefit pension plan with employer contributions Flexible hybrid work arrangements available Professional Development funds and resources Access to most BCIT Flexible Learning courses free of charge Wellness and Employee Assistance programs Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact RecruitmentAssistant@bcit.ca so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted .
The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

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