BCIT’s School of Construction & The Environment is seeking a regular, full-time (1.0 FTE) Program Assistant. The first six months will be regular, full-time employment, followed by part-time employment at 60% (0.6 FTE) thereafter. The Program Assistant works with the Director, Building Science to ensure successful enrolment and delivery of the Master’s of Engineering in Building Science and the Master’s of Applied Science in Building Science programs, in full and part -time studies formats. The Program Assistant maintains an awareness of the department’s goals and objectives and plans and implements actions required to effectively support the development, organization, marketing, student enrolment and day to day operations of programs and courses.
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:
Maintains effective communication with students, faculty, other BCIT departments and external clients in an efficient and professional manner.
Organizes and prioritizes tasks, maintains a proactive relationship/liaison with departmental representatives on an on-going basis to ensure objectives, deadlines and client needs are accomplished.
Maintains up-to-date comprehensive knowledge of BCIT’S program, policies, procedures and process systems and advises students, faculty and external clientele accordingly.
Assists with marketing and delivery of the degree programs and part-time studies courses.
Provides course/program advising and recruitment information to prospective students. Refers inquiries to appropriate information resources.
Builds and maintains course enrolment spreadsheets, tracks course enrolment and refers to Director regarding run/cancel decisions.
Monitors course enrolments and advises director on low enrolments; recommends run/cancel actions as necessary.
Facilitates term start up processes: provides class lists, contracts, course outlines, parking passes, evaluation packages and any other materials instructors require.
Coordinates bookings for program delivery, department meetings and exam invigilation.
Prepares and processes textbook orders.
Prepares and initiates for authorization part-time studies instructor contracts, timesheets, student fee waivers, refunds and course outlines.
Initiates, records and processes all transfer credits, unassigned credits, and certificate and/or credential requests.
Tracks and maintains current and accurate records for course outlines, grades approvals, transfer and unassigned credits, and credential requests.
Ensures timely submission and tracks financial documents such as student fee waivers and tuition refunds.
Develops and creates program marketing materials in coordination with departmental faculty and the school business development manager/marketing communications department.
Provides administrative support to graduate students and faculty engaged in research at the Building Science Centre of Excellence.
Provides support services in the co-ordination of photocopying and required print services.
Coordinates the administrative component of the faculty performance appraisal system for faculty per collective agreement(s).
Liaises with Student Records, Admissions, DRC, Marketing, and other BCIT departments to ensure smooth delivery of programs.
Coordinates student research project activities with industry, agencies, contractors and BCIT service departments as needed.
Arranges and attends a variety of meetings; including preparing and sending agendas, booking rooms, ordering catering, arranging parking passes, recording, transcribing and distributing meeting minutes.
Provides orientation assistance for new faculty and students.
Opens, reviews and sorts mail.
Maintains confidentiality and discretion in all areas of sensitivity.
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 these positions.
BENEFITS OF WORKING AT BCIT:
Being a part of BC’s Top 100 Employers, and a member of the CCDI.
A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
Access to Professional Development Funds and opportunities for career development.
Increase your knowledge with Tuition waivers for BCIT courses.
Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
Additional Wellness and Employee Assistance programs.
Grade 12, plus completion of up to one year of post-secondary education in business administration, accounting, or marketing.
Two years general plus one year experience in a related position, preferably in an educational environment.
Demonstrated experience, at the intermediate level of MS Office Suite, with high level of spreadsheet and word processing skills.
Banner and Cognos experience an asset.
Excellent interpersonal skills with proven ability to communicate with internal and external contacts with tact, diplomacy and professionalism.
Advanced writing skills, with ability to edit and proofread a variety of written materials
Ability to work independently and as a team member.
Strong customer service orientation required when dealing with students, instructors, and clients in order to maintain a good relationship and continuous business/working relations.
Proven ability to implement procedures and processes to support a busy and demanding environment.
Must be able to prioritize and organize a busy workload.
Demonstrated judgement and problem-solving skills with attention to follow-up on items requiring further action.
50 wpm keyboarding skills required.
Results-oriented with a high level of initiative and creative problem solving skills.
Will be required to work additional hours during peak times.
Please note: These are the minimum required qualifications. This position is a dayshift position as defined in Article 14.1 of the Collective Agreement.
Salary Range Pay Grade 6; $46,258 to $50,103 per annum.
Additional Salary Information
Salary prorated based on percentage and term of appointment.
Posting Category Administration
School/Service Area SOCE Dean's Office
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Number of Vacancies 1
Anticipated Start Date 03/09/2020
Anticipated End Date
Competition Number 20B504
Competition Open Date 02/22/2020
Competition Close Date
Open Until Filled? Yes
Quicklink for Posting http://careers.bcit.ca/postings/2553