Program Assistant

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

Benefits offered by this job

Competitive pay

15 days vacation prorated

Extended health & dental plan

Pension plan with employer contrib.

Hybrid work arrangements

Flexible learning courses access

Wellness & EAP

Job summary

BCIT’s School of Transportation is seeking a regular, full-time Program Assistant to provide clerical support to the Automotive Division, including attendance, grade processing, and coordination of student interviews. The role also handles records, correspondence, and inter-department scheduling in a busy education environment.

You'll work with instructors, staff, and students, ensuring accurate records, timely reporting, and adherence to FOIPOP and Institute policies.

Qualifications

• Grade 12 plus 12 months of secretarial/business applications training.
• Two years general experience, plus 1 year practical current experience in a position of similar responsibility, preferably in an education environment.
• Knowledge of QMS an asset.
• Proficiency with Word, Excel, and databases.

Responsibilities

• Provides administrative support to Motive Power and Access Group Chief Instructors as required, including returning voice mail messages, photocopying, word processing, and other document creation, faxing, filing, and retrieval and sorting of daily mail.
• Coordinates inter-department functions and prepares student attendance lists, enters marks, submits grade reports to Student Records in a timely manner.
• Maintains course by course attendance records and supports scheduling of Job Shadow placement and Work Practicums.
• Assists with planning and coordination of regular activities and liaises with instructors, staff, students, and offices to ensure deadlines are met.

Skills

Communication skills

Organizational skills

Customer service

Attention to detail

Time management

Education

Grade 12

12-month secretarial/business applications training

Tools

Microsoft Word

Microsoft Excel

Databases (Access)

BANNER

Distance Education course management

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 Transportation is looking for a regular, full-time (1.0 FTE ) Program Assistant. The Program Assistant provides clerical support to the Automotive Division, which incorporates the Automotive, Auto Collision, Motorcycle, Trades Access and the Trades Learning Centre departments. The Program Assistant maintains attendance reports, ensures grades are processed accurately and timely, schedules student interviews, various filing and Records Management duties.

Please be aware that the job description for this position is under review and may be updated.

Duties & Responsibilities

• Provides administrative support to Motive Power and Access Group Chief Instructors as required, including returning voice mail messages, photocopying, word processing, and other document creation, faxing, filing, and retrieval and sorting of daily mail.
• Responsible for creating course folders, entering student marks into the marks sheet and/or the ITA electronic marks reporting tool, entering student marks into “Gradebook” and submitting the approved grade report to Student Records in a timely manner.
• Coordinates inter-department functions.
• Prepares student attendance lists and identifies outstanding fees.
• Maintains course by course attendance records.
• Answers general enquiries about the programs and services available within the Motive Power and Access Departments, co-ordinates information sessions (in accordance with a set schedule,) and assists with the scheduling of Job Shadow placement and Work Practicums.
• Participates in Records Custodian training and remains current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP .)
• Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database ( DRDB ,) or appropriate alternative; procuring file folder labels through the DRDB or appropriate, indication the classification to which files belong; filing incoming documents in to the records management system to support the business process, and assists staff members with proper security levels to identify and retrieve active records when required.
• Acts as the liaison with the Course File Office for the Distance Education Remediation courses ( PTS .)
• Assists the Chief Instructors with the planning and coordination of regular activities.
• Liaise with Chief Instructors, Instructional staff, students, registration, student records and the Associate Dean’s Office or designate.
• Ensures all material delivered to the Instructors’ Office is correct, complete and meets all deadlines for the full and part-time programs.
• Assists with the planning and co-ordination of regular activities associated with the Departments, such as collecting of student surveys etc.
• Plans and coordinates the orientation of new employees.
• Assists departing employees with the School’s departing employee clearance process.
• Participates and plans special events and meetings. To include ancillary, audiovisual, guest speaker services as necessary.
• Engages in marketing and promotional activities for the department.
  • i.e. Program Information Sessions, Institute Info Sessions, Orientation Sessions, Career Days
• Monitors BCIT web site on a regular basis to ensure accuracy of information. Monitors regulatory web sites for accuracy and compliance and takes corrective actions when necessary.
• Responds to in-person, telephone, written and e-mail inquiries about Motive Power and Trades Discovery programs.
• Assists with preparation and maintenance of course announcements, course information packages, etc. for the program areas.
• Maintains course files (term rollover and ongoing additions/deletions/changes) for assigned program area.
• Provides support to coworkers during their absence or during peak periods.
• Prepares statistical reports to analyse student history and success rates within the boundaries of our Key Performance Indicators ( KPI .)
• Assists the Trades Pre-Entry Assessment with queries regarding Pre-Entry Assessment options, mail-outs and tracking, maintaining an invigilator database; delivers test results to the Admissions Department; delivers any payments received by mail to the cashier, and obtains and disperses receipts.
• Maintains and updates systems, procedures, and information relative to the day to day operation of the assigned program areas.
• Assists the Distance Education Instructor by providing reports from Banner and Cognos, and ensuring an adequate stock of course materials is in stock in the Bookstore.
• Responsible for organizing and taking minutes at meetings, (staff, test bank review committee) This includes preparing and distributing agendas, backup materials circulating minutes and taking appropriate follow-up action as required.
• Creates documents, spreadsheets, graphics, tables and Power Point presentations. Designs forms, circulars, reports and other related documents.
• Ensures that all assigned cluster program information is accurate, current and conforms to Institute and ISO standards
• Maintains high levels of customer service, and represents the School and the Institute in a professional manner.
• Undertakes special projects as assigned by the Chief Instructors and/or Associate Dean
• 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 basic training in secretarial/business applications of 12 months duration.

Experience:

• Two years general experience, plus 1 year practical current experience in a position of similar responsibility, preferably in an education environment. Knowledge of QMS an asset.

Software/Computer Application(s) and Expertise:

• Intermediate Word, Excel, and some experience with databases (Access preferred;) familiarity with BANNER ; familiarity with Distance Education course management an asset.

Communication/Interpersonal Skills:

• Excellent interpersonal and verbal and written communication skills; and proven ability to provide outstanding customer service, preferably in an educational environment.
• Must have excellent organizational skills, with a high attention to detail, and the ability to multi-task.

Other Skills/Abilities:

• Proven ability to work effectively with some degree of independence.

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
• 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.

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.

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.

Required fields are indicated with an asterisk (*)

• * What is the highest level of education attained? Successful candidates may be required to submit official transcript(s) from the granting institution for verification.
  • GED
  • High School Diploma
  • Certificate
  • Diploma
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • PHD
• * How many years of experience do you have in this type of position?
  • 0-1
  • 1-2
  • 3-5
  • 6-9
  • 10+
• * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
  • I am a current BCIT employee, this is not applicable to my situation.
  • I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
  • I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
• * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
  • I currently reside in the Lower Mainland
  • I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate
  • I do not currently reside in the Lower Mainland and I am unwilling to relocate