Program Assistant, JPSD Academic Programs

at  Justice Institute of British Columbia

POSITION SUMMARY

Are you passionate about supporting education and ensuring smooth administrative operations within a dynamic division? Join our team as a Program Assistant, JPSD Academic Programs, where you’ll play a crucial role in the Justice & Public Safety Division, contributing to the success of Continuing Professional Education and Post Baccalaureate Diploma programs. This position offers a blend of administrative, clerical, and word processing tasks, providing essential support in student advising, instructional delivery, and business processes, along with conducting client research to customize courses and developing reports on student enrollment and other academy activities.
The primary responsibilities of this role include classroom and instructor support, such as printing exams, providing photo boards, class lists, student and faculty ID cards, and facilitating communication with students. The position involves supporting students in the PBDLES, INVE programs, and Microcredentials in Cybercrime, creating and maintaining student files, sending and formatting surveys, and maintaining instructor files. Registration duties for PBDLES students, data entry of student grades, and basic Blackboard support for students are also key aspects of the role.
Further duties include monitoring course materials in Blackboard for the INVE program to ensure proper course cloning, printing materials and attendance sheets for in-person INVE program courses, and managing inboxes to respond to external and internal inquiries about associated programs. The role also involves creating course section requests for Microcredentials and the INVE program, maintaining the yearly course schedule spreadsheet for the INVE program, and overseeing various mailboxes, including CPE, PBDLES, Intelligence, and JPSD mailboxes as needed.

QUALIFICATIONS & REQUIREMENTS:

• Secondary school graduation, additional education an asset
• Excellent verbal and written communication, including accurate spelling, grammar, proof reading and document formatting
• Advanced MS Word experience with superior formatting capabilities
• Proficiency in Colleague, Excel, PowerPoint, Adobe Acrobat, Qualtrics and Microsoft Dynamics CRM
• Proven ability to work with regular interruptions
• Ability to establish and maintain effective working relationships with a variety of internal and external contacts in a team-based setting is very important, including staff, students, faculty, and the public
• Ability to exercise tact, diplomacy, and patience in dealing with others and engage in mutual problem-solving
• Proven ability to meet deadlines, establish priorities and maintain a high level of accuracy, while managing a high volume of work
• Proven ability to multi-task, problem-solve and to carry out complex instructions accurately
• Must have a positive attitude and be prepared to participate as a full member of a collaborative team
• Physical ability to lift boxes (up to 25 lbs.) is required
• Minimum of three years office experience; or an acceptable equivalent combination of education, training, and experience
• Time management (prioritizing, multi-tasking, meeting deadlines)
• Decision-making and autonomy (making decisions independently about administrate and procedural matters)
• Teamwork and collaboration (contributing towards a positive work environment)
• Verbal & written communication skills (clear and concise)
• Customer service/relations skills (listening, understanding, responding)
• Working under pressure and multi-tasking
• Accountability (takes responsibility for producing measurable functional and project results)
• Desire to learn new skills

Please refer the Job description for details