Program Assistant

at  British Columbia Institute of Technology BCIT

BCIT’s School of Construction and the Environment is seeking a regular, full-time (1.0 FTE) Program Assistant. The Program Assistant is responsible for the administration and operational activities required to ensure successful enrolment and delivery of high quality part-time studies courses and programs that are delivered face-to-face, online, and by distance education. These courses and programs take place on the Burnaby campus and in other locations around the province and are offered to the general public, industry clientele, government agencies and international students. The Program Assistant provides administration and operational support for full-time certificate, diploma and degree programs as well as industry services courses and program offerings by coordinating logistics of courses, programs and curriculum; arranging auxiliary services and classroom allocations; developing and maintaining a financial tracking system; providing support to course and program development, and marketing; advising students and instructors.

DUTIES AND RESPONSIBILITIES:

• Administers the development, scheduling, marketing and delivery of courses and programs that are assigned to the position.
• Collaborates as an essential team member with Program Heads and PTS Coordinators, faculty and managers within and across schools and with service departments.
• Provides information to both student and industry customers to orient and resolve problems.
• Answers and resolves student inquiries as the first point of contact for students in part-time and full-time courses and programs. Re-directs inquiries, where appropriate to the Program Head or PTS Coordinator.
• Researches, compiles and analyzes course enrolment and financial statistical data for PTS courses to ensure they have sufficient enrolment to run. Makes
• recommendations to Program Heads, PTS Coordinators and the Associate Dean.
• Administers the complex logistics of courses offered in a variety of formats and locations for Part-Time Studies, and Industry Services. As needed this includes preparing instructor contracts, classroom allocation, exam invigilation, textbook orders, room booking, catering, and parking passes.
• 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.
• Coordinates guest speakers and industry guests for full-time and part-time courses and programs.
• Coordinates and processes student course-credit exemption forms.
• Compiles, prepares and distributes marketing materials for part-Time Studies, full-time programs and, as needed, for Industry Services. Publications include Part-Time Studies and/or full-time program calendars and fliers, program brochures, newsletters, announcements and course information packages.
• Prepares program timetables for full-time and part-time programs as needed in consultation with Program Heads and PTS coordinators.
• Organizing the logistics of departmental field trips including arranging transportation and accommodation. Manages department vehicle bookings as needed (both for department owned vehicles and rental vehicles).
• Orders office supplies for departments as requested. Initiates and prepares facilities and purchase requests and follows-up on open requests to ensure they are completed.
• Functions as a liaison with Associate Dean, Coordinators, faculty, students and other departments to maintain effective departmental communication and collaboration.
• Function as a liaison with external contacts.
• Provides orientation and assistance to faculty. Orients, directs and delegates work to auxiliaries as required. Provides advice and authorization to auxiliary service personnel.
• Maintains up-to-date comprehensive knowledge of BCIT’s programs, policies, procedures and process systems
• Provides course/program advising and recruitment information to prospective students; refers students to information resources, appropriate agencies, counseling or faculty referrals as required. All based on a thorough knowledge of program requirements and courses
• Organize and prioritize tasks, assess resources to ensure objectives, deadlines and client needs are met.
• Coordinate special events such as department field trips, Info Sessions, BigInfo, Expos, etc)
• Monitors department web sites and in consultation with Program Heads, PTS coordinators and the Associate Dean, works to ensure department web information is current and correct.
• Undertakes related duties as assigned, consistent with the job grade of this position.
• 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.
  Please note: This job is currently undergoing a job review, revision and evaluation. Any outcome from this review will apply to this position.