Program Assistant

British Columbia Institute of Technology (BCIT); Burnaby; On-site; CAD 42,000 - 62,000; Full time

Job summary

British Columbia Institute of Technology in Burnaby seeks a temporary, full-time Program Assistant to support the Heavy Equipment Group and the Associate Dean’s office. You will handle attendance, grade processing, scheduling interviews, and prepare correspondence while providing courteous service to students, staff and external contacts.

You will create and maintain course materials, assist with reports, coordinate meetings, and help with event planning to ensure smooth program operations

Responsibilities

• Provides administrative support to the Heavy Equipment Group, Department Head, and Instructors as required, including returning voicemail messages, photocopying, word processing, and other document creation, faxing, filing, retrieval and sorting of daily mail.
• Maintains a high level of customer service; represents the School and the Institute in a professional manner.
• Prepares student attendance lists, and identifies outstanding fees.
• Creates course folders, and maintains course by course attendance and academic records.
• Maintains course files (term rollover and ongoing additions/deletions/changes) for assigned program area.
• Assists students with general inquiries and liaises with Student Services departments and Registrar’s Office on the student’s behalf to gain information and resolve issues.
• Assists the Department Head with the planning and coordinating of training plans and regular department activities as required.
• Performs program updates as required.
• Assists with preparation and maintenance of wayfinding maps, room reservation signs, course announcements, and course information packages.
• Creates documents, correspondence, spreadsheets, graphics, tables, and PowerPoint presentations.
• Provides administrative support for all Program Advisory Committees including preparing and circulating minutes for approval, forwarding new member nomination forms to the Board of Governors ( BOG ), sending new members information packages and welcome letters on behalf of the Board, takes minutes at meetings and ensures minutes and appendices are posted, and takes appropriate follow-up on action items.
• Ensures all materials delivered to the Instructors is correct, complete, and meets all deadlines for the full-time and part-time programs.
• Ensures that all assigned Heavy Equipment Group program information is accurate, current and conforms to Institute standards.
• Assists with the planning and coordination of regular activities associated with the Heavy Equipment Group, such as distributing and collecting of student surveys and other pertinent documents.
• Maintains the Instructor resource room; supports tracking of instructional materials such as videos and CDs.
• Prepares reports that assist the Part-Time Studies Instructors by providing reports from Banner and Cognos.
• Answers general enquiries about the program and services available within the Heavy Equipment Group program; coordinates information sessions in accordance with a set schedule.
• Responds to in-person, telephone, and e-mail inquiries about Heavy Equipment Group programs.
• Participates and plans special events and meetings, including audiovisual needs and guest speaker requirements.

Job description

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 Transportationis seeking a temporary, full-time (1.0 FTE ) Program Assistant. This position provides clerical and administrative support to the Heavy Equipment Group, Department Head, Instructors and the Associate Dean’s office. Responsibilities include maintaining attendance reports, ensuring grades are processed accurately and within established deadlines, and scheduling student interviews. This position also maintains the day-to-day functions of the Associate Dean’s office, including scheduling meetings and appointments, preparing a variety of correspondence and documents, and maintaining attendance records for campus staff. The incumbent is required to provide a high level of customer service to internal students, staff and external contacts.

Duties & Responsibilities

• Provides administrative support to the Heavy Equipment Group, Department Head, and Instructors as required, including returning voicemail messages, photocopying, word processing, and other document creation, faxing, filing, retrieval and sorting of daily mail.
• Maintains a high level of customer service; represents the School and the Institute in a professional manner.
• Prepares student attendance lists, and identifies outstanding fees.
• Creates course folders, and maintains course by course attendance and academic records.
• Maintains course files (term rollover and ongoing additions/deletions/changes) for assigned program area.
• Assists students with general inquiries and liaises with Student Services departments and Registrar’s Office on the student’s behalf to gain information and resolve issues.
• Assists the Department Head with the planning and coordinating of training plans and regular department activities as required.
• Performs program updates as required.
• Assists with preparation and maintenance of wayfinding maps, room reservation signs, course announcements, and course information packages.
• Creates documents, correspondence, spreadsheets, graphics, tables, and PowerPoint presentations.
• Provides administrative support for all Program Advisory Committees including preparing and circulating minutes for approval, forwarding new member nomination forms to the Board of Governors ( BOG ), sending new members information packages and welcome letters on behalf of the Board, takes minutes at meetings and ensures minutes and appendices are posted, and takes appropriate follow-up on action items.
• Ensures all materials delivered to the Instructors is correct, complete, and meets all deadlines for the full-time and part-time programs.
• Ensures that all assigned Heavy Equipment Group program information is accurate, current and conforms to Institute standards.
• Assists with the planning and coordination of regular activities associated with the Heavy Equipment Group, such as distributing and collecting of student surveys and other pertinent documents.
• Maintains the Instructor resource room; supports tracking of instructional materials such as videos and CDs.
• Prepares reports that assist the Part-Time Studies Instructors by providing reports from Banner and Cognos.
• Answers general enquiries about the program and services available within the Heavy Equipment Group program; coordinates information sessions in accordance with a set schedule.
• Responds to in-person, telephone, and e-mail inquiries about Heavy Equipment Group programs.
• Participates and plans special events and meetings, including audiovisual needs and guest speaker requirements.