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

British Columbia Institute of Technology (BCIT)

Verified Company

Burnaby, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

BCIT's
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School of Business + Media is seeking a
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temporary, full-time (1.0

FTE

), Program Assistant. The Program Assistant provides administrative and operational support required to ensure successful delivery of all part-time studies (PTS) courses, including both regular PTS and cohort-based programs. This position reports to the Associate Dean and may receive functional direction from the Part-time Studies (PTS) Coordinator and/or the Administrative Coordinator, and/or the Program Head.
Duties & Responsibilities

DUTIES
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AND
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RESPONSIBILITIES:

Provides information and academic advising to students, responds to inquiries and performs administrative duties within the scope of position.
Maintains awareness of Program Head and/or Manager's goals and objectives, establishing priorities and flagging items requiring immediate attention.
Generates, prepares, and distributes a variety of business analytic based reports, including enrolment and financial reports, relating to: program declarations, historical enrolment, budget information, instructor contract information, operating costs, break even information, etc.
Supports the PTS and/or Program Coordinator and the School of Business + Media Marketing department to help coordinate, prepare and implement marketing and promotional activities (i.e., representing Digital Arts, Media and Design PTS at Information Sessions, Careers Fairs, etc.; undertaking social media campaigns).
Assists the PTS and/or Program Coordinator and School of Business + Media Marketing department with the compilation, and copy proofreading for marketing and promotional publications, including online publications.
Maintains website content for programs; interacts and communicates with the School of Business + Media Marketing Coordinator, and Student Services to ensure adherence to applicable website policies and procedures.
Facilitates term start up process by providing class lists, contracts, course outlines, parking passes, and any other materials instructors require.
Builds and maintains term course enrollment spreadsheet, tracks enrollment on a daily basis and in absence of the respective department's Program and/or PTS Coordinator makes recommendations regarding course cancellations and increasing enrolment within established guidelines.
Prepares and sends appointment offers/electronic contracts to instructors, records the receipt of confirmations done prior to term start up. Follows up with outstanding confirmations.
Prepares contracts for PTS instructors, lab assistants, markers, guest lecturers, substitutes and course developers.
Monitors electronic contracts through the approval process and follows up on all outstanding contracts to be approved.
Coordinates the Selection Committee process for PTS and/or Program instructor hiring.
Monitors course outline submission and follows up on all outstanding contracts to be approved.
Assists the respective department's PTS and/or Program Coordinator with classroom and online issues, and communicates with the PTS and/or Program Coordinator, the Administrative Coordinator and the BCIT Timetabling department.
Advises the appropriate departments of changes in courses capacity changes, course cancellations and changes in locations.
Coordinates and provides administrative support for PTS or fulltime program advisory committee meetings and other meetings as assigned: this includes program and student related meetings, scheduling, room booking, catering arrangements, preparing and distributing agendas and supporting materials, attending meetings, taking, transcribing and circulating minutes and taking appropriate followup action as needed.
Coordinates and provides support for program orientation sessions.
Assists with onboarding and orienting new instructors, and identifies and provides resources on the Learning Hub repository for new instructors.
Ensures that instructors are attached to their Learning Hub shell for courses.
May make purchases on behalf of programs using a department purchase card, and reviews and reconciles monthly purchase card statements as needed.
Prepares and submits program update forms.
Maintains uptodate, comprehensive knowledge of the School's and department's programs, procedures and process systems. Maintains uptodate, comprehensive knowledge of BCIT's policies, procedures and process systems.
Maintains Banner course file for term roll over and ongoing additions, deletions and changes. Creates and maintains course database.
Coordinates textbook and material requisition process for courses in conjunction with the Bookstore for each term, and external material suppliers.
Follows up with instructors each term concerning outstanding final grade concerns (i.e., incomplete grades, potentially incorrect final grade information submitted) for resolution.
Obtains final grade information (i.e., final grade break down a