Program Assistant, Full-time Programs

BCIT’s School of Transportation is seeking a temporary, full time (1.0 FTE) Program Assistant. This role 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.

Please note: This position is based out of BCIT Marine Campus in North Vancouver, BC.

DUTIES AND RESPONSIBILITIES:

Administrative supporting services

• Assists with the day-to-day administration of the Marine co-op office and the full-time 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 up-to-date, comprehensive knowledge base of workplace education programs.
• Monitors and collects information and data regarding co-op 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 full-time calendar.
• Facilitates assembly of Cadet applications and submission to Employers.
• Maintains email distribution lists to communicate joining arrangements to students.
• 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.
• Assists with the preparation and maintenance of course announcements, course information packages and other communications for the program areas, using application software and recommended templates to promote the Marine Campus program/courses and events.
• 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

• Receives in-person, email and telephone inquiries from internal and external callers/visitors, including students, staff and industry contacts (such as employers, associations and government officials). Coordinates response taking appropriate actions.
• 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 re-write 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 co-workers during absence or during peak periods.
• Undertakes related duties as assigned, consistent with the job grade of this position.

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 one year of post-secondary 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

Software/Computer Application(s) and Expertise:

• Intermediate level MS Office.
• Experience creating interactive Excel spreadsheets and workbooks.
• Knowledge and experience using Sharepoint, Wordpress, Banner and Cognos are definite assets.

Communication/Interpersonal Skills:

• High level of oral and written communication is required.
• Ability to work independently and in a team environment.
• Ability to deal with confidential information in a tactful and professional manner.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

• Experience working in a busy, demanding environment with changing priorities essential.
• Keyboard speed: 60 wpm. Experience in minute taking preferred.
• Excellent attention to detail, organizational and proofreading skills.
• Good knowledge of standards office practices, methods and equipment.
• Ability to determine own priorities, schedule complex activities and multitask to meet deadlines.
• Good analytical reasoning and problem-solving skills.

Other Skills/Abilities:

• Self-motivated and self-directed with the ability to exercise sound judgement.
• Detail oriented.
• Able to identify and flag items for management requiring immediate attention.
• Dealing with public in some cases volatile/heated scenarios.
• Dealing with faculty with specific demands under time constraints.
• Needs to source information to create customized approach to procedures.

SALARY:

Salary Grade 6: $56,241 - $60,872 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.

Benefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• 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
• Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits, click here!

BCIT is committed to equity, diversity, and inclusion and to promoting opportunities in hiring individuals who have been historically underrepresented in our workforce, BCIT, and the larger community. We strongly encourage Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+ to apply. While all qualified candidates are encouraged to apply, Canadian citizens and permanent residents will be given priority.

Accessibility is an integral part of BCIT’s commitment to equity and inclusion. If you require an accommodation for any part of the application or hiring process, please Contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and learn more about how we hire.

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).