Program Assistant, Full-time Programs - Burnaby, Canada - British Columbia Institute of Technology (BCIT)
Description
BCIT's-
School of Transportation is seeking a
-
temporary, full-time (1.0
FTE
) Program Assistant, Full-time Programs. This position provides administrative and support services, records and information management and student and staff services related to events and full-time programs offered at the BCIT Marine Campus Co-op Office, including the Marine Engineering, Nautical Sciences, and Bridge Watch Rating. Works collaboratively with the Co-op Coordinator, Department Heads, Associate Dean, faculty and other support staff, Registration, library and students to ensure efficient and effective operations of the Marine Campus.
Duties & Responsibilities
DUTIES
***
AND
***
RESPONSIBILITIES:
Administrative supporting services:
- Assists with the daytoday administration of the Marine coop office and the fulltime programs, ensuring that all administrative processes are conducted in compliance of BCIT's policies and procedures.
- Assists the Co-Op Coordinator with scheduling interviews for Cadet job placements.
- Performs calls screening, appointments scheduling and mail handling.
- Arranges meetings including catering, agenda packages, and minutes taking as required.
- Provides clerical support (such as photocopying, filing, faxing, distributing materials, and ordering materials and supplies).
Information and Records Management:
- Maintains office policies, procedures and process systems, as well as an uptodate, comprehensive knowledge base of workplace education programs.
- Monitors and collects information and data regarding coop student enrollment and placements for the provision of detailed statistical information to government agencies and professional associations.
- Maintains systems to track students for the duration of the enrollment in the program.
- Prepares statistical reports on students and alumni for analysis and decision making.
- Under Department Head's direction, prepares, collects and processes programs documentation, including students work term registration, marks, filing student records, curriculum and program changes and the fulltime calendar.
- Monitors and maintains accurate updated information of all related programs and events on the BCIT web site, and social media for programs and courses promotion.
- Ensures creation and administration of course folders as indicated.
- In coordination with the Administrative Manager, liaises with marketing to promote Marine Campus programs/courses.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
Programs and events related service to students and staff:
- Provides information to students on the Marine Campus programs and BCIT services available (such as counselling, tutoring, financial aid, scholarships and awards).
- Allocates and maintains student locker assignments for the campus.
- Coordinates applicant interview process Admissions, and arranges for AV support for video interviews as required.
- Assists the Department Heads and Cadet Co-Op Coordinator with planning and coordination of regular activities, student support, exam rewrite registrations and student orientation.
- Assists with the ordering, distributing, and costing of uniform items for Cadet Programs.
- Coordinates invitations and RSVP's to the Marine Campus convocation ceremony, as well as awards selection, and event agenda.
- Participates in program information sessions, institute Info sessions, orientation sessions, career days, events that celebrate student success and other marketing opportunities.
- Promotes the School of Transportation and Marine programs at trade shows and external exhibits both locally and on occasion beyond the lower mainland, within BC.
- Maintains a high level of customer service and represents the school and the institute in a professional manner. May be required to attend meetings both on and off campus.
- Undertakes special projects as assigned by the Department Heads, Associate Dean, or Administrative Manager.
- Provides support to coworkers during absence or during peak periods.
- Undertakes related duties as assigned, consistent with the job grade of 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.
-
Education:
- Grade 12 plus completion of one year of postsecondary education in an Administrative Program (i.e. BCIT Certificate Program).
License(s)/Certifications(s):
- Certified in Occupational First Aid Level II.
Experience:
- Two years general experience plus one year practical directly related experience
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