Program Assistant

mainContent"> Program Assistant Bookmark this Posting Print Preview | Apply for this Job Position Details Position Information Position Title Program Assistant Who We Are At BCIT , people are at the heart of everything we do. Guided by our People Plan , Caring for Our People. Strengthening BCIT Together., we are committed to creating an environment where employees can thrive, grow, and feel a genuine sense of belonging. We foster healthy and supportive workplaces, invest in learning and development, strengthen connections across our community, and empower innovation and transformation. With a competitive compensation package, work-life balance, and opportunities for professional growth, BCIT offers a workplace where your contributions matter and your career can flourish. It’s one reason we’ve been recognized as one of BC’s Top Employers for more than a decade. Position Summary BCIT’s School of Business + Media is seeking a permanent, full-time (1.0 FTE ) Program Assistant to work in Marketing Management Flexible Learning. The Program Assistant provides administrative and operational support required to ensure successful delivery of all Flexible Learning courses, including both regular Flexible Learning and cohort-based programs. This position reports to the Associate Dean and may receive functional direction from the Flexible Learning Program Head. The Program Assistant serves as a key operational resource within the department and plays a central role in supporting effective communication, collaboration, and service delivery across students, faculty, staff, and leadership. The position requires a highly resourceful individual with strong critical thinking, problem-solving, and interpersonal skills, capable of responding to a wide range of operational and student-related matters with sound judgment and professionalism. Drawing on a strong understanding of BCIT systems, processes, and organizational structures, the Program Assistant proactively connects people, information, and resources to support departmental objectives and ensure continuity of operations. Success in this role requires a visible and engaged presence, exceptional verbal and written communication skills, and the ability to develop and maintain effective working relationships throughout the institution, particularly with the Flexible Learning Program Head. Duties & Responsibilities DUTIES AND 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. Provides course and program information to students to orient and resolve problems, through in person communication, phone calls, e-mail and mail. Acts as the liaison between students, instructors, coordinators and managers. 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. Contacts students either by phone or by email regarding changes in course location or course cancellations, explaining refund procedures and offering alternatives. Coordinates and provides administrative support for PTS or full-time 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 follow-up 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 up-to-date, comprehensive knowledge of the School’s and department’s programs, procedures and process systems. Maintains up-to-date, 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 and attendance) from instructors each term, checks grades for accuracy and completeness, sends grades back to instructors if necessary, provides first level approval of grades and processes marks as required, including the processing of marks change forms. Works with the respective department’s PTS and/or Program Coordinator to prepare, review and update marketing, advertising and social media related materials as required. Provides assistance when needed in course scheduling, instructor orientation, processing invoices, ordering supplies, photocopying, campus deliveries, correspondence, (letters, memos and e-mail) and special event planning/participation/invoicing and delivery including attending as required. Assists in any new course and/or program development, or minor/major changes to existing program, with regard to material preparatio

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