Program Assistant - Burnaby, Canada - British Columbia Institute of Technology (BCIT)

British Columbia Institute of Technology (BCIT)

Verified Company

Burnaby, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

BCIT's
-
School of Transportation is looking for a
-
temporary, full-time Program Assistant. This position provides clerical and administrative support to the Heavy Equipment Group Chief Instructor, Instructors and the Associate Dean's office. Responsibilities include maintaining attendance reports, ensuring grades are processed accurately and within established deadlines, and scheduling student interviews. This position also maintains the day-to-day functions of the Associate Dean's office, including scheduling meetings and appointments, preparing a variety of correspondence and documents, and maintaining attendance records for campus staff. The incumbent is required to provide a high level of customer service to internal students, staff and external contacts.
Duties & Responsibilities

DUTIES

&

RESPONSIBILITIES:

Program, Instructor and Student Support:

Maintains a high level of customer service; represents the School and the Institute in a professional manner.
Prepares student attendance lists, and identifies outstanding fees.
Creates course folders, and maintains course by course attendance and academic records.
Maintains course files (term rollover and ongoing additions/deletions/changes) for assigned program area.
Assists students with general inquiries and liaises with Student Services departments and Registrar's Office on the student's behalf to gain information and resolve issues.
Assists the Chief Instructors with the planning and coordinating of training plans and regular department activities as required.
Performs program updates as required.
Assists with preparation and maintenance of wayfinding maps, room reservation signs, course announcements, and course information packages.
Creates documents, correspondence, spreadsheets, graphics, tables, and PowerPoint presentations.
Provides administrative support for all Program Advisory Committees including preparing and circulating minutes for approval, forwarding new member nomination forms to the Board of Governors (BOG), sending new members information packages and welcome letters on behalf of the Board, takes minutes at meetings and ensures minutes and appendices are posted, and takes appropriate followup on action items.
Ensures all materials delivered to the Instructors is correct, complete, and meets all deadlines for the fulltime and parttime programs.
Ensures that all assigned Heavy Equipment Group program information is accurate, current and conforms to Institute standards.
Working with the Chief Instructor, and Vancouver Community College, maintains room scheduling sign on a weekly basis
Assists with the planning and coordination of regular activities associated with the Heavy Equipment Group, such as distributing and collecting of student surveys and other pertinent documents.
Maintains the Instructor resource room; supports tracking of instructional materials such as videos and CDs.
Prepares reports that assist the Part-Time Studies Instructors by providing reports from Banner and Cognos.
Answers general enquiries about the program and services available within the Heavy Equipment Group program; coordinates information sessions in accordance with a set schedule.
Participates and plans special events and meetings, including audiovisual needs and guest speaker requirements.
Engages in marketing and promotional activities for the department, including program information sessions, Institute information sessions, orientation sessions, and Career Days.
Monitors and updates related program websites on a regular basis to ensure information accuracy and compliance.
Maintains and updates systems, procedures, and information, relative to the daytoday operation of the Heavy Equipment Group program area.
Supports photocopier operation, restocking and callouts for required service
Ensures air brake records and information for the Insurance Corporation of British Columbia (ICBC) is uptodate and in compliance with audit requirements.
Coordinates, tracks, inputs and runs attendance reports for Heavy Equipment Group

Associate Dean's Office and Campus Operations:

Acts as the liaison between the Associate Dean's office and all internal Institute service and education departments.
Maintains Associate Dean's schedule, coordinates meetings and updates calendar, screens enquiries and phone calls.
Initiates, maintains and facilitates effective communication between internal and external clientele, agencies, individuals and educational institutions
Creates documents, spreadsheets, tables, power point presentations, etc.; composes, signs, and distributes correspondence related to delegated administrative matters.
Prepares confidential correspondence and other confidential items relating to performance appraisals and personnel matters.
Works with the Associate Dean to finalize training plans and uploads to the Vocational Inventory (VI)
Maintains