British Columbia Institute of Technology (BCIT)
Location
Burnaby, BC | Canada
Job description
BCIT’s
School of Transportation is seeking a
temporary, part-time (0.5 FTE ) Program Assistant . This position provides administrative support to the Chief Instructors and Instructors, Aerospace Technical Programs, including Industry Services, at the Aerospace Technology Campus. The Program Assistant maintains attendance reports, ensures grades are processed accurately and timely, schedules student meetings, and maintains the day to day program activities, including filing and Records Management. The Program Assistant provides a high level of customer service to internal (i.e. staff members and students) and external (i.e. prospective students and Industry) clientele
Note: the successful candidate will have some flexibility with days and hours of work, subject to approval from the manager. Duties & Responsibilities DUTIES AND RESPONSIBILITIES : - Provides administrative and clerical support to the Aerospace Chief Instructors and Administrative Manager as required, including: returning voicemail messages, photocopying, word processing, database creation and maintenance filing, and file retrieval.
- Creates and maintains student registration tracking tool for assigned programs, including waitlist for students needing to retake courses.
- Maintains course files, including term rollover and ongoing additions, deletions, and changes, for assigned program areas.
- Creates and distributes attendance records for each class.
- Ensures instructors are assigned to appropriate courses in relevant software applications
- Ensures student orientation manual is current and accurate.
- Responsible for collecting, calculating, verifying and ensuring accuracy of grades, attendance, and other student-related records and reports.
- Submits approved grade reports to Student Records.
- Submits required documentation to, and liaises with, the Quality Assurance Department to create and maintain associated program forms.
- Creates, maintains, and controls class files and other student-related documents
- Processes tool-box refunds for students.
- Receives withdrawal/transfer/clearance forms from students and liaises with Admissions to verify and update all relevant class information. Delivers refund information to the Finance Department.
- Answers general enquiries (in-person, telephone, written and e-mail) about the programs and services available within the Aerospace Department, coordinates information sessions, assists with trade shows and other student recruitment and marketing initiatives.
- Assists with internal and external audits (including BCIT, TC, and CCAA) on an ongoing basis and assists with response to any findings/observations.
- Assists the Chief Instructors, aerospace programs with processing administrative and educational student issues.
- Remains current with regulatory-body requirements.
- Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (BCIT, FOIPOP and those of regulatory-bodies).
- Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP, Institute and regulatory-body policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB,) or appropriate alternative; procuring file folder labels through the DRDB or appropriate, indicate the classification to which files belong; filing incoming documents into the records management system to support the business process, and assists staff members with proper security levels to identify and retrieve active records when required.
- Backfills the reception position as required (processing e-hires, performing cashiering and other reception position functions).
- Balances daily campus cash report.
- Recommends and implements ongoing improvements to administrative and business processes.
- Acts as the liaison with various service departments.
- Assist with the scheduling of meetings, and take minutes at Departmental and Program Advisory Committee Meetings]
- Monitors BCIT web site on a regular basis to ensure accuracy of information for program area.
- Assists with preparation and maintenance of course announcements, course information packages, etcetera, for the program area.
- Assists with the planning and coordination of regular activities associated with the department, such as distributing, collecting and submitting student surveys etcetera.
- Assists with planning and coordination of new employee orientation and departing employee clearance process.
- Provides support to co-workers during staff absence, or during peak periods.
- Undertakes special projects as assigned by the Chief Instructors and/or Administrative Manager.
- 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. 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 post-secondary training in administrative systems and business applications.
Experience: - Two years general experience, plus one year practical current experience in a position of similar responsibility, preferably in an education environment.
Software/Computer Application(s) and Expertise: - Advanced Excel, Word, and other MS office suite applications. Experience using database and business enterprises software (such as Banner). Accurate keyboarding skills of 60 w.p.m.
Communication/Interpersonal Skills: - Excellent interpersonal, verbal and written communication skills; proven ability to provide outstanding customer service.
Administrative Skills (e.g. prioritizing, minute taking, etc.): - Demonstrated ability to problem solve, establish priorities, work to tight deadlines and make responsible decisions with minimal supervision. Must have excellent organizational skills, with a high attention to detail and accuracy, and the ability to handle multiple priorities and changing deadlines.
Other Skills/Abilities: - Proven ability to work effectively independently and as a team member. Demonstrated ability to use good judgment, ability to work with confidential information and to demonstrate initiative. Proven ability to handle cash and related transaction.
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 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 SOT Aerospace Programs
Campus Location Aerospace Technology campus
Bargaining Unit BCGEU Support Staff
Job Status Temporary
Full-Time/Part-Time Part-Time
Number of Vacancies 1
Anticipated Start Date 03/25/2024
Anticipated End Date 03/28/2025
Competition Information
Competition Number 24B382
Competition Open Date 02/10/2024
Competition Close Date 02/19/2024
Open Until Filled?No
Job tags
Salary
