Program Assistant, Part-Time Studies Administration

Position Summary

BCIT’s School of Energy is seeking a temporary, full-time (1.0 FTE) Program Assistant, Part-Time Studies Administration . This role is responsible for the administrative and operational support required to ensure successful delivery of part-time studies (PTS) and distance education courses. Customer service activities include responding to telephone, email and in-person enquiries. This position also provides direct support to contract processing, financial tracking, classroom allocation, instructor assignments, scheduling, student registration, course cancellations, and marks processing. Duties & Responsibilities DUTIES AND RESPONSIBILITIES :

• Coordinates course offerings and schedules for future terms with educational managers.
• Ensures that accurate course data is entered into BCIT systems.
• Facilitates the Course File (roll-over) submission process in conjunction with the Coordinator / Associate Dean.
• Facilitates scheduling requirements of courses in consultation with department representatives. Ensures that faculty and rooms are assigned.
• Monitors enrolment and financial feasibility for each course offering in consultation with the Coordinators / Associate Dean.
• Follows appropriate processes for confirmed and cancelled courses.
• Responds to enquiries from the general public in an efficient and professional manner.
• Provides course and program information to prospective students. Refers students to appropriate resources.
• Contacts students regarding course cancellations and offers alternatives.
• Facilitates registration activities including obtaining special permissions, student transfers and student refunds.
• Supports faculty by providing class lists and information on BCIT PTS faculty support services.
• Ensures course marks are submitted by faculty in a timely manner and processes marks as required.
• Co-ordinates collection of student feedback.
• Coordinates and liaises with various BCIT departments and partners, as required.
• Coordinates and schedules written and practical examinations in accordance with the requirements of an external agency.
• Coordinates and facilitates the employment of PTS employees.
• Provides support for distance education programs including facilitating distribution of materials, contacting international students, and tracking student progress.
• Researches, compiles and analyzes course enrolment and financial statistical data for PTS courses in order to support coordinators and managers on course offerings.
• Maintains and updates the department’s section of the School’s PTS Procedures Manual.
• Monitors, ensures the currency of, and makes edits to the School’s PTS web pages in consultation with the Program Coordinator and Associate Dean.
• Assists in information sessions for the School.
• Maintains up-to-date, comprehensive knowledge of procedures and processes of the School’s programs, as well as BCIT in general.
• Provides back-up to other Program Assistants in the School’s PTS administration group.
• 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 of 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 :

Software / Computer Application(s) and Expertise :

Communication / Interpersonal Skills :

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

Other Skills / Abilities :

Additional Information Benefits – Why you’d love working with us

Professional Development funds and resources

Wellness and Employee Assistance programs

Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S / LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form . Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted . For additional information, please visit our frequently asked questions (FAQs) page and see how we hire .

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).