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Program Assistant

Position Details

Position Information

Position Title Program Assistant
Who We Are
At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.
Position Summary
BCIT’s School of Construction and the Environment is seeking a regular, full-time (1.0 FTE) Program Assistant. The overall function of this position is to be responsible for the administration and operational activities required to ensure successful enrolment and delivery of high quality, high profile Part-Time Studies, Industry Service course and programs offered to the general public, industry clientele, and international students. Responsibilities include: managing logistics of courses; program and curriculum; arranging ancillary service and classroom allocation; developing and maintain financial tracking system; providing support to course and program development, and marketing; advising students and instructors; coordinating activities with industry, agencies, contractors and BCIT service departments.
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:

  • Administers the developing, scheduling, marketing, and delivery of Part-Time Studies, and Industry Services activities.
  • Maintains prerequisite and waitlist database software specific to Interior Design PTS programs.
  • Develops and manages data on large relational database applications, mainframe, word processing, desktop publishing and financial tracking systems.
  • Collaborates as an essential team member within a matrix structure that includes program head/coordinators, faculty and managers within and across school boundaries.
  • Provide information to both student and industry customers to orient and resolve problems.
  • Researches, compiles and analyzes course enrolment and financial statistical data which impacts course management and marketing strategies in preparation for a final decision. Makes recommendations to program heads/coordinators and School of Construction management.
  • Participates throughout the development process, and supports the implementation of Certificate, Diploma and B.Tech degree courses.
  • 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.
  • Administers the complex logistics of courses offered in a variety of formats and locations for Part-time Studies, Distance Education and Industry Services.
  • Compiles, prepares and distributes marketing materials for PTS, and Student Services. Publications include PTS Calendar and Flyer, program brochures, newsletters, announcements and course information packages.
  • Functions as a liaison with associate deans, coordinators, faculty, students and other departments to maintain effective.
  • Departmental communication and collaboration.
  • Provides orientation and assistance to faculty. Orients, directs and delegates work to auxiliaries, as required.
  • Maintains up-to-date comprehensive knowledge of BCIT’s programs, policies procedures and process system.
  • Based on a thorough knowledge of program requirements and courses primarily listed in the PTS calendar, provides course/program advising and recruitment information to prospective students; refers students to information resources, appropriate agencies, counseling or faculty referrals, as required.
  • Organize and prioritize tasks, assess resources to ensure objectives, deadlines and client needs are met.
  • 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 for 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.
Qualifications
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:
  • Grade 12 plus completion of one year post-secondary education in business administration, computer applications or marketing, or the equivalent combination of education, training and experience.

Experience:
  • Two years’ experience in an administrative position and two years in a position of similar responsibility, preferably in an educational environment.

Software/Computer Application(s) and Expertise:
  • Advanced knowledge and demonstrated use of production software including desktop publishing, word processing, database, and spreadsheets required.

Communication/Interpersonal Skills:
  • Demonstrated oral and written communication skills to be applied within a complex organization of departments, instructors and support staff.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):
  • Must have superb organizational, time management and interpersonal skills plus sound knowledge of office systems and procedures.

Other Skills/Abilities:
  • Ability to establish priorities, work to tight deadlines, troubleshoot, problem solve and make responsible decisions independently and as a team member. A high degree of flexibility and initiative are required with a positive and proactive approach to facilitating the growth and development of the PTS and Industry Service requirements of the School of Construction in accordance with BCIT policies.

Please note: This job is currently undergoing a job review, revision and evaluation. Any outcome from this review will apply to this position.
Additional Information
Benefits – Why you’d love working with us

  • Competitive pay
  • Minimum of fifteen days of vacation
  • Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
  • Defined benefit pension plan with employer contributions
  • Professional Development funds and resources
  • Access to most BCIT Flexible Learning courses free of charge
  • Wellness and Employee Assistance programs
  • Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact RecruitmentAssistant@bcit.ca so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).
Salary Range Salary Grade 6; $54,603 - $59,099 per annum.
Additional Salary Information
External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.
Position Details

Posting Category Administration
School/Service Area SOCE Building and Design -Tech
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 02/05/2024
Anticipated End Date
Competition Information

Competition Number 24B368
Competition Open Date 01/17/2024
Competition Close Date
Open Until Filled? Yes
Quicklink for Posting

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Certificate
    • Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  2. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-2
    • 3-5
    • 6-9
    • 10+
  3. * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
    • I am a current BCIT employee, this is not applicable to my situation.
    • I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
    • I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
  4. * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
    • I currently reside in the Lower Mainland
    • I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate
    • I do not currently reside in the Lower Mainland and I am unwilling to relocate

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents