Program Assistant

British Columbia Institute of Technology; Burnaby; Hybrid; CAD 56,000 - 61,000; Full time

Benefits offered by this job

Competitive pay

Vacation days

Health and dental plan

Pension plan

Hybrid work arrangements

BCIT courses free

Job summary

BCIT is seeking a temporary, full-time Program Assistant in the School of Health Sciences Diagnostics department. The role provides day-to-day clerical support, compiles information into reports, maintains files, and ensures accurate information across student placement systems, the department website, and communications with students and staff.

Required qualifications include Grade 12 plus one year of post-secondary in business administration, two years general experience with six months in

Qualifications

• Grade 12 completion, plus completion of one year of full-time post-secondary education in business administration.
• Two years of general experience plus six months current, relevant experience in a similar role.
• Advanced knowledge of Microsoft Excel and Word; Intermediate PowerPoint; experience with web design software.
• Excellent written and verbal communications; ability to work independently and in a team; accurate keyboarding.

Responsibilities

• Compiles information, data, tables and spreadsheets from various sources into reports and presentations for internal and external audiences.
• Manages electronic and hard-copy filing and maintains an efficient system and process documentation.
• Prepares and maintains information in student placement management systems (e.g., HSPnet, Preceptor website) and keeps department website current and accurate.
• Provides high level customer service to internal and external stakeholders.
• Organizes meetings, coordinates ancillary services and troubleshoots equipment issues as needed.

Skills

Organization

Interpersonal skills

Attention to detail

Problem solving

Teamwork

Education

Grade 12 + 1 year business admin

Post-secondary education

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Web design software

Job description

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.

Position Summary

BCIT’s School of Health Sciences Diagnostics department is seeking a temporary, full-time (1.0 FTE ) Program Assistant. The Program Assistant ensures the efficient operation of the program by providing day-to-day clerical assistance and administrative support for the program. In addition to compiling information from various systems and sources into presentations and reports, the Program Assistant is responsible for file management for the department. The Program Assistant provides a high level of customer service to both internal and external stakeholders.

Duties & Responsibilities

• Compiles information, data, tables and spreadsheets from various sources into reports and presentations for internal and external audiences.
• Manages electronic and hard-copy filing, developing and maintaining an efficient system and process documentation.
• Prepares, inputs, and maintains information and documentation in student placement management systems (e.g., HSPnet, Preceptor website).
• Maintains department website and ensures information is current and accurate.
• Provide information to students through phone calls, email and mail.
• Processes orders for educational materials, collects and maintains invoices as required.
• Creates documents, correspondence and presentations (e.g., Preceptor letters)
• Organizes and secures meeting room reservations.
• Coordinates and organizes ancillary services (e.g., catering, printing, etc.)
• Troubleshoots equipment issues; initiates service and maintenance documentation and requests for the department; follows up with internal and external providers on requests through to completion.
• Develops and implements administrative processes and ensures consistency with BCIT procedures.
• Undertakes clerical duties, including filing, photocopying and, tracking, ordering and distribution of materials and supplies, and distribution of information as requested.
• Provides support and backup to other positions during staff absence or during peak periods.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP ).
• 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 completion, plus completion of one year of full-time post‑secondary education in business administration.

Experience:

• Two years of general experience plus six months of current, relevant experience in a position of similar responsibility.

Software/Computer Application(s) and Expertise:

• Advanced knowledge of Microsoft Excel and Word.
• Intermediate knowledge of Microsoft PowerPoint.
• Experience with web design software.
• Proven ability and willingness to learn and utilize new technology and computer programs.

Communication/Interpersonal Skills:

• Excellent organizational and interpersonal skills.
• Proven ability to provide outstanding customer service.
• Excellent written and verbal communications skills.
• Ability to communicate with internal and external contacts with tact, diplomacy and professionalism.
• Accurate keyboarding skills of 60 wpm.
• Demonstrated ability to work independently and in a team environment.
• Demonstrated ability to solve problems, establish priorities, manage multiple deadlines and work under pressure.
• Excellent organizational skills, with a high attention to detail and accuracy.
• Ability to exercise sound judgment.

Additional Information

• 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
• 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 is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

For additional information, please visit our frequently asked questions (FAQs) page and see 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).

Salary Range

Salary Range 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.

Posting Category Administration

Department 2

Campus Location Burnaby campus

Bargaining Unit BCGEU Support Staff

Job Status Auxiliary in Temporary Appointment (BCGEU SS Only)