Program Assistant D CS

at  Vancouver Community College

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 55 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

As a member of the Continuing Studies (CS) team and reporting to the Operations Manager, Continuing Studies, the Program Assistant is a program and student support professional, an advisory service specialist, and a highly visible representative of Continuing Studies (CS) at VCC.The Program Assistant is responsible for providing direct administrative support to the Program Coordinator by delivering on core administrative functions, such as providing program-related information and services to applicants, prospective students, current students, alumni, internal staff, instructors, and external stakeholders. Professional judgment, diplomacy, patience, and attention to detail are essential for this position.

EDUCATION AND EXPERIENCE

• Grade 12 supplemented by computer courses plus additional specialized training of over 1 year in Business/Office Administration and over one (1) year directly related experience at a post-secondary institution, preferably in a student services area, or an equivalent combination of training and/or experience may be substituted for the required qualifications,

Skills and Abilities

• Demonstrated ability to plan, organize and prioritize tasks and meet deadlines while maintaining accuracy and attention to detail including ability to switch tasks quickly and smoothly with a high level of accuracy.
• Demonstrated ability to use sound professional judgement and critical decision making to make independent decisions and solve problems relating to day-to-day activities; referring difficult or unusual problems to a superior.
• Ability to act independently and work collaboratively in a team environment.
• Ability to work well under pressure and provide excellent customer service to students, sponsors, partners, staff, faculty and members of the general public using clear communication both verbally and in writing.
• Computer experience with intermediate proficiency in MS Word, Excel and Outlook is required. Experience in Student Information Systems is an asset.
• Demonstrated ability to compose letters, emails and other communication.
• Familiarity with College policies/procedures.
• Must be capable and effective in a high volume, time sensitive, fast paced environment.

• Receives and responds to a high volume of enquiries over the telephone, in writing and in-person. Organizes and provides information and guidance to prospective, enrolled students and others on a wide range of services e.g. program availability; admission requirements; course pre-requisites, English Language equivalency and assessment; application status, fees and refund policy; seat availability, registration dates; course withdrawal and refunds; appeals; grades; policies and procedures; use of self-serve internet services. Screens calls, relays messages and provides information and assistance referring more complex or specialized queries to the appropriate personnel. Follows up with students, as appropriate.
• Provides advice and guidance on program eligibility and suitability to prospective students based on admission requirements and intended program outcomes. May be required to support the evaluation of specific components of applications where appropriate, under the direction of the Program Coordinator.
• Communicates with students around eligibility and applications for awards, and liaises with the Continuing Studies Registration Office (CSRO) as needed.
• Coordinates and may participate in departmental recruitment activities as needed, including info sessions, career and job fairs, etc.
• Communicates with current students by processing welcome letters, course or program specific communication, class schedules, etc. Creates and maintains program-related student files where appropriate. Enters grades in student information system and files grading reports appropriately. Files hard copy records ensuring all information is stored accurately. Coordinates file maintenance activities. Retains or destroys student records in accordance with established procedures and government regulations. Processes applications for graduation.
• Creates and maintains detailed class lists pertaining to enrollment and program progression, attendance, schedules and exams, etc. Distributes instructor packages prior to course start dates and collects grading and attendance sheets and evaluations where appropriate.
• Confirms class arrangements with instructors. Orders, maintains and distributes, as necessary, course and department supplies including books, duplicating, paper, forms, media and other materials. Coordinates with IT and other support services for program-related needs. Coordinates make-up exams where appropriate.
• Creates and proofreads a variety of documents including correspondence, reports, forms, brochures, online content and course materials. Prepares, collates and coordinates large general communications to current and prospective students via email and/or mail.
• May support Program Coordinator in determining course and program schedules. Initiates and proposes meeting patterns, instructor assignments, and room assignments in SIS.
• May assist in the preparation of instructor contracts, timesheets, honoraria, cheque requisitions, and expense forms. Forwards to the appropriate signing authority for approval.
• Organizes, sorts, and processes incoming and outgoing photocopying, faxes, and mail
• Reviews and recommends office methods and procedures to streamline for efficiency. Identifies operational problems and reports issues to appropriate personnel.
• Relieves and assists other Program Assistants and provides training to new staff as required.
• Collaborates with staff on special projects.
• Liaises with internal college staff and departments as needed to resolve issues or to coordinate tasks.
• 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.
• Performs other related duties as required.