Program Assistant D

Position Information Posting Number 26AC0009 Position Title Program Assistant D Pclass # SS061 Who We Are We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.

For over 60 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.

We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together. Position Summary This position is responsible for assisting Department Heads with a variety of administrative support activities, contributing to the smooth running of the departments. Duties & Responsibilities

• Receives and responds to a high volume of student inquiries pertaining to course / program information and registration procedures. Responds to questions from areas of the college’s support services as well as external agencies, regarding departmental business.
• Prepares a wide variety of materials such as course schedules, timetables, class lists, honor roll certificates, promotional material for new courses, advertising materials, forms, reports, learning materials, and routine correspondence. Prepares and maintains a wide variety of records and reports including absence reports and substitute time sheets.
• Assists instructors in emergency situations, shows videos, supervises tests, arranges make-up tests, administers and collects assignments and Library materials. Helps contact substitute instructors, relays instructions for class assignments, provides keys to offices and / or classrooms and locates books and materials, etc.
• Records, produces and distributes minutes of department meetings.
• Provides support for program marketing efforts, such as the distribution of brochures and posters, submits details about information sessions to be posted on VCC website and prepares for information sessions.
• Assists with schedule preparation; coordinates production of timetable, and inputs data into spreadsheets.
• Assists in the orientation of new students and new term instructors. Arranges job shadowing, books and materials; handles paperwork; organizes VCC email and troubleshoots any issues that may arise and responds to questions regarding procedures etc.
• Prepares contract requests for terms and maintains records of term workload.
• Provides assistance with preparing and tracking paperwork for payroll, attendance and absence reporting.
• Keeps accurate accounts of class enrolments during registration periods, updates and maintains enrolment records through term.
• Maintains data systems, Learning Management Systems (LMS) data, records, logs, etc., ensuring information is complete and up-to-date. Files hardcopy records ensuring all information is stored accurately.
• Prepares and maintains bulletin board displays in hallways and classrooms.
• Stores and disposes record materials as per FIPA regulation.
• Monitors, orders and maintains an inventory of office and stationary supplies.
• Coordinates field trip requisitions, and provides scheduling and administrative support related to employer work practicums, as required by the role.
• Maintains department website and posts information on other VCC related website pages, as required by the role.
• Performs a variety of general office duties such as distributing department mail, booking rooms, responding to equipment maintenance requests and collecting and distributing book orders.
• Performs other related duties as required.

Qualifications Education and Experience

Skills and Abilities