Program Assistant

At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT's People Vision
, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.

BCIT’s School of Computing and Academic Studies is seeking a temporary, full-time (1.0 FTE) Program Assistant
. The Program Assistant provides administrative and operational support required to ensure successful delivery of all full-time and/or part-time studies programs within the School of Computing and Academic Studies. Reports to the Manager, School Operations and receives functional direction from the Associate Dean and/or the Department Program Head. Plans and implements actions required within the scope of the role to support the course/program development, organization, marketing, student enrollment, faculty and staff management and continuous operation of the School of Computing and Academic Studies.

• Responsible for the coordination and provision of Department-wide functions associated with the operation and administration of full-time and/or part-time studies within the assigned program areas. Acts as a liaison between the Academic Dean, faculty, students, staff, industry clients and other internal/external stakeholders/agencies in accordance with BCIT policies and procedures, to provide information and coordinated assistance on a variety of matters related to programs and courses.
• Coordinates with Program Heads all activities associated with the development of courses or programs, as well as supporting course loading review and faculty availability as needed; advises Program Head of any issues; prioritizes program administrative workload and performs any necessary follow-up. Reviews department timetabling requests, resolves conflicts and suggests alternative options, and maintains the department spreadsheet.
• Provides administrative and logistical support, inclusive of room bookings, catering, invitations, minute-taking and meeting preparation, as needed for departmental or Institute meetings and events, such as orientation, information sessions, Program Advisory Committee (PAC), student awards, selection committees, interviews, etc.
• Composes, signs and distributes mail, including items of a confidential and/or sensitive nature. Conducts screening and routing of mail and materials for faculty, acting on matters arising from correspondence, and composing replies for signature by Manager and/or Program Heads. Ensures that all material delivered to the Instructors’ Resource Room is correct, complete and meets all timelines.
• Provides course/program information and assistance to current and prospective domestic and international students and industry clients, referring them to information resources, appropriate agencies, counselling or faculty as required.
• Troubleshoots and resolves instructor and student operational and administrative issues. Provides guidance to students regarding registration issues, course cancellations, refunds, transfers, records and course delivery; explains procedures and offers alternatives; maintains records regarding transfer credit applications.
• Monitors enrolment and financial feasibility for each course on database and performs all functions related to cancelling courses; oversees credential and course tracking to ensure course pre-requisites are met; maintains course files for term rollover and ongoing additions/deletions/changes.
• Maintains confidentiality and applies discretion to supporting the selection committee with new faculty recruitment, including scheduling interviews and submitting e-hires; assisting with onboarding and orienting new faculty, and assigning department office space and equipment. Submits and tracks PTS faculty…