Program Assistant

Position Summary

BCIT’s School of Computing and Academic Studies 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 full-time and / or part-time studies programs within the School of Computing and Academic Studies.

Reports to the Associate Director, School Operations and receives functional direction from the Associate Dean and / or the Department Program Head.

Plans and implements actions required within the scope of the role to support the course / program development, organization, marketing, student enrollment, faculty and staff management and continuous operation of the School of Computing and Academic Studies.

Duties & Responsibilities DUTIES AND RESPONSIBILITIES :

Responsible for the coordination and provision of Department-wide functions associated with the operation and administration of full-time and / or part-time studies within the assigned program areas.

Acts as a liaison between the Academic Dean, faculty, students, staff, industry clients and other internal / external stakeholders / agencies in accordance with BCIT policies and procedures, to provide information and coordinated assistance on a variety of matters related to programs and courses.

Coordinates with Program Heads all activities associated with the development of courses or programs, as well as supporting course loading review and faculty availability as needed;

advises Program Head of any issues; prioritizes program administrative workload and performs any necessary follow-up. Reviews department timetabling requests, resolves conflicts and suggests alternative options, and maintains the department spreadsheet.

• Provides administrative and logistical support, inclusive of room bookings, catering, invitations, minute-taking and meeting preparation, as needed for departmental or Institute meetings and events, such as orientation, information sessions, Program Advisory Committee (PAC), students awards, selection committees, interviews, etc.
• Composes, signs and distributes mail, including items of a confidential and / or sensitive nature. Conducts screening and routing of mail and materials for faculty, acting on matters arising from correspondence, and composing replies for signature by Manager and / or Program Heads.

Ensures that all material delivered to the Instructors’ Resource Room is correct, complete and meets all timelines.

• Provides course / program information and assistance to current and prospective domestic and international students and industry clients, referring them to information resources, appropriate agencies, counselling or faculty as required.
• Troubleshoots and resolves instructor and student operational and administrative issues. Provides guidance to students regarding registration issues, course cancellations, refunds, transfers, records and course delivery;

explains procedures and offers alternatives; maintains records regarding transfer credit applications.

Monitors enrolment and financial feasibility for each course on database and performs all functions related to cancelling courses;

oversees credential and course tracking to ensure course pre-requisites are met; maintains course files for term rollover and ongoing additions / deletions / changes.

Maintains confidentiality and applies discretion to supporting the selection committee with new faculty recruitment, including scheduling interviews and submitting e-hires;

assisting with onboarding and orienting new faculty, and assigning department office space and equipment. Submits and tracks PTS faculty contracts for approval.

• Facilitates term start-up process by preparing and delivering all necessary materials faculty may need; ensures accurate and timely preparation of course and program planning materials, including ordering and distributing textbooks and software.
• Provides administrative support for term-end final marks approvals; prepares final exam packages and their schedules; coordinates exams from online courses and / or exams outside of Lower Mainland between students and proctors;

organizes and invigilates Prior Learning Assessment Recognition and make-up exams.

Assists with preparation and maintenance of course information packages, final exam packages, all course schedules (i.

e., schedules for students, instructors, rooms, exams, make-up classes, and computer lab bookings) etc.

• Develops and implements processes for handling student assessments, records and reports in a manner appropriate for internal and external quality assurance, verification and reporting, using data management reporting systems.
• Initiates department purchases per budget guidelines; reviews, reconciles and monitors financial expenditures, identifying and following up on discrepancies;

processes invoices and cross-charges; researches, orders, picks up and maintains office supplies, ensuring office equipment is serviced as necessary, and performs routine office upkeep.

Maintains awareness of Program Head and / or Manager’s goals and objectives, establishing priorities and flagging items requiring immediate attention.

Maintains and updates processes and procedures related to day-to-day operation of department.

• Supports the administrative component of the faculty performance appraisal system by preparing, distributing and collating materials, ensuring adherence to established timelines and follow-up as necessary.
• Maintains website content for programs, ensuring accuracy and currency of information; interacts and communicates with the School’s Business Development Manager and Marketing Coordinator, and adheres to applicable website policies and procedures.
• As the departmental Attendance Keeper, responsible for the full-year cycle of attendance maintenance according to Institute guidelines and collective agreements.
• Maintains list of department assets; assists with the annual capital asset inventory count; coordinates the renewal of department software licenses and ensures they are up to date.
• Assigns tasks to auxiliary staff; provides instruction and guidance, and monitors workload.
• 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.

Performs related duties as assigned.

Qualifications QUALIFICATIONS :

Definition : The qualifications section for this position was developed using the approved job evaluation plan, agreed to between IIP 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 a two-year Diploma in Business Administration or equivalent.

Experience :

Two years of general experience plus two years of current and relevant experience in a similar position. Knowledge of and / or experience in a post-secondary education system.

Software / Computer Application(s) and Expertise :

• Demonstrated skills in the use of MS Office, with particular emphasis on the ability to create complex, multifunctional spreadsheets using Excel.
• Demonstrated skills in the use of internet applications, as well as administration, reporting and Content Management Systems (e.

g., Banner, Cognos, Marqui, WordPress).

Communication / Interpersonal Skills :

• Excellent communication and interpersonal skills.
• Demonstrated ability to work both independently and as a team member.

Administrative Skills

• Excellent organizational, planning, coordination, prioritization and follow-up skills. Strong problem-solving, critical-thinking and conceptual skills.
• Accurate keyboarding skills.

Other Skills / Abilities :

• Ability to apply analytical skills and program knowledge.
• Demonstrated skills in project management (planning, leading, organizing, coordinating and communicating major initiatives involving faculty, staff and students).
• Proven ability to meet deadlines and changing priorities while maintaining high levels of customer service.

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).