Program Assistant

British Columbia Institute of Technology; Delta; On-site; CAD 56,000 - 61,000; Full time

Benefits offered by this job

Vacation pay

Health and dental plan

Pension plan

Professional development funds

Free BCIT courses

Health Care Spending Account

Wellness programs

Gym access

Job summary

British Columbia Institute of Technology (BCIT) is seeking an administrative support professional for the Heavy Equipment Group and Associate Dean’s Office. The role includes handling inquiries, maintaining records, and coordinating training plans and department activities.

Responsibilities cover creating documents, managing attendance and course information, preparing reports, and supporting meetings and events. Strong communication and organization are essential for daily operations.

Qualifications

• Completion of Grade 12 with one year of post-secondary training in administrative systems and business applications.
• Two years of general office experience plus up to one year practical current experience in a similar position.
• Proficiency in Microsoft Word and Excel; familiarity with Banner database and enterprise software.

Responsibilities

• Provide administrative support to Heavy Equipment Group, Department Head and Instructors.
• Maintain professional, high level of customer service for the Institute.
• Prepare attendance lists and monitor outstanding fees; manage course files and records.
• Assist with inquiries and coordinate with Student Services and Registrar’s Office.
• Plan training, coordinate department activities, and update program information as required.
• Create documents, spreadsheets, reports and presentations; support minutes and meeting logistics.

Skills

Excellent communication

Customer service

Teamwork

Typing 50 wpm

Education

Grade 12 + 1 year admin training

Tools

Banner

MS Office

Job description

DUTIES AND RESPONSIBILITIES:

Program, Instructor and Student Support

• 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.
• Engages in marketing and promotional activities for the department, including program information sessions, Institute information sessions, orientation sessions, and Career Days.
• Monitors and updates related program websites on a regular basis to ensure information accuracy and compliance.
• Maintains and updates systems, procedures, and information, relative to the day-to-day operation of the Heavy Equipment Group program area.
• Supports photocopier operation, re-stocking and call-outs for required service
• Ensures air brake records and information for the Insurance Corporation of British Columbia (ICBC) is up-to-date and in compliance with audit requirements.
• Coordinates, tracks, inputs and runs attendance reports for Heavy Equipment Group.

Associate Dean’s Office and Campus Operations

• Acts as the liaison between the Associate Dean’s office and all internal Institute service and education departments.
• Maintains Associate Dean’s schedule, coordinates meetings and updates calendar, screens enquiries and phone calls.
• Initiates, maintains and facilitates effective communication between internal and external clientele, agencies, individuals and educational institutions.
• Creates documents, spreadsheets, tables, power point presentations, etc.; composes, signs, and distributes correspondence related to delegated administrative matters.
• Prepares confidential correspondence and other confidential items relating to performance appraisals and personnel matters.
• Works with the Associate Dean to finalize training plans and uploads to the Vocational Inventory (VI)
• Maintains BCIT Railway program official documentation to meet BC Safety Authority audit requirements.
• Organizes program advisory steering committees, and other meetings as required, including agenda preparation, recording and distributing of minutes, room booking, catering, parking and taking appropriate follow-up action.
• Organizes travel arrangements and conference and seminar registration for Associate Dean, instructional and support staff.
• Coordinates all processes and signatures for purchase requisitions, travel forms, expense forms, cross charges and library acquisition forms.
• Reconciles VISA expense statements for the Associate Dean and Department Head.
• Calculates, tracks, and records staff attendance, including sick leave and vacation, in accordance with collective agreements, and School and Institute policies and procedures; produces attendance reports as requested and or required and in accordance with policies and procedures.
• In a timely manner, reports short term illness and injury deductions and sick leaves to the appropriate personnel; as required, initiates the transfer of replacement employees to Institute sick leave account.
• Facilitates vacation payout request following in accordance with collective agreement, and School and Institute policies and procedures.
• Monitors and orders office supplies as required.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes special projects as assigned by the Department Head 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:

• Completion of Grade 12, plus one year of post-secondary training in administrative systems and business applications.

Experience:

• Two years of general office experience plus up to one year practical current experience in a similar position preferably in an educational environment.

Software/Computer Application(s) and Expertise:

• Microsoft Office with Word and Excel at the intermediate level.
• Experience using database and business enterprise software (such as Banner).

Communication/Interpersonal Skills:

• Excellent verbal and written communication skills; and proven ability to provide outstanding customer service preferably in an educational environment.
• Excellent interpersonal and team skills.
• Demonstrated organizational skills, with a high attention to detail and accuracy, and the ability to handle multiple priorities and changing deadlines.
• Keyboard skills at 50 wpm.
• Proven ability to take and transcribe minutes of meetings.

Other Skills/Abilities:

• Proven ability to work as part of a team, and independently.

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
• 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

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.

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).