Program Coordinator

at  British Columbia Institute of Technology BCIT

BCIT’s School of Computing and Academic Studies is seeking a regular, full time (1.0 FTE) Program Coordinator. This position provides administrative and operational support to programs in the Computer Systems Technology portfolio, which includes day school, part-time studies, and fast-track technology programs. Responsibilities include developing, planning and implementing tasks that directly support education delivery, as well as supporting admissions, program preparation, program administration, financial tracking, marketing, and participation in events and activities within the school.
This position is critical in providing student support in areas related to conflict resolution, registration and status, orientation, marks review, direct entry evaluation and assessment, and Prior Learning Assessment Recognition (PLAR). This position identifies areas for concern before they become problems and assists with devising and implementing solutions to support the continued success of the programs.

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:

• Completion of specialized training programs of up to two year’s duration, e.g., Diploma of Technology.

Experience:

• Two years of general experience plus up to two years’ practical experience in similar position, preferably in an educational environment.

Software/Computer Application(s) and Expertise:

• Demonstrated skills in Microsoft Office applications, Banner, and internet applications, with particular emphasis on the ability to create complex, multifunctional spreadsheets using Excel.

Communication/Interpersonal Skills:

• Excellent communication, interpersonal, organizational, planning, coordination, prioritization and follow-up skills.
• Demonstrated ability to work both independently and as a team member.
• Strong problem solving, critical thinking and conceptual skills.

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

• Accurate keyboarding skills.
• Project management experience to plan, lead, organize, coordinate and communicate major initiatives involving faculty, staff and students.

Other Skills/Abilities:

• Proven ability to meet changing priorities, work to deadlines and make responsible decisions while maintaining high levels of customer service.
• Ability to speak to large groups and to take the initiative in identifying problems and possible solutions.

DUTIES AND RESPONSIBILITIES:

In conjunction with the administrative team, this position:

• Provides program information to potential students, and internal and external stakeholders.
• Functions as a liaison with the Program Head, faculty, students and other departments to maintain effective departmental communication and collaboration.
• Provides students with a high level of support and customer service to enhance their success within our programs.
• Develops and implements processes for handling student assessments and tracking student transfer credit.
• Tracks students through programs and coordinates the option selection process and co-op activities.
• Coordinates all activities associated with development of courses or programs, including supporting program and curriculum reviews, and creating and processing of program update forms.
• Ensures preparation of course and program planning materials are in place, including support for faculty loading.
• Organizes and invigilates as required, including Prior Learning Assessment Recognition (PLAR) and make-up exams.
• Prepares for and assists with Marks Review Meetings, creating failure reports and collecting sensitive student information.
• Prepares statistical reports and analyzes enrolment trends to make recommendations for developing new courses or making program changes.
• Reviews department timetabling requests, resolves conflicts and suggests alternative options and maintains the department spreadsheet.
• Coordinates the instructor onboarding process in the department and maintains the instructor handbook, ensuring processes and procedures are up-to-date and reflects current Institute policies and procedures.
• Coordinates and issues contracts for curriculum developers, markers, lab proctors, tutors, etc.
• Compiles and reconciles financial data related to program costing, budgets, invoicing and cross-charging.
• Initiates and authorizes department purchases per budget guidelines.
• Maintains list of assets and training equipment used within the department, assists with the annual capital asset inventory count.
• Monitors BCIT website on a regular basis to ensure accuracy and currency of information.
• Coordinates guest speakers for courses and programs, promotes program activities to faculty and students.
• Coordinates and participates in special events that promote program profile and offerings to internal and external clients.
• Schedules and organizes meetings including suitable venues, refreshments, meeting materials, parking facilities and travel arrangements.
• Orders, picks up and maintains office supplies. Ensures office equipment is serviced as necessary. Performs routine office upkeep.
• Provides vacation coverage and administrative support for other areas of the school as required.
• Trains, delegates and supervises auxiliary employees as required.
• 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.