Program Coordinator, Flexible Learning and Industry Services

Program Coordinator, Flexible Learning and Industry Services

Position Title: Program Coordinator, Flexible Learning and Industry Services

Who We Are

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 Transportation is seeking a regular, full-time (1.0 FTE) Program Coordinator, Flexible Learning and Industry Services. This position will provide administrative and operational support for the delivery of flexible learning courses, industry services contracts, and corporate training. The incumbent coordinates contract processes, invoicing of client contracts, and retention of associated records. The incumbent also participates in activities to support the delivery of programs and courses for internal and external clients, including marketing of flexible learning courses, and attending information sessions and career fairs.

Duties & Responsibilities

Flexible Learning:

• 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, faculty, Department Heads, and managers.
• Generates, prepares, and distributes a variety of reports, including enrolment reports and financial reports, relating to budget information, instructor contract information, operating costs, break-even information, accrual information, etc.
• Supports the coordination and implementation of marketing and promotional activities (i.e., representing Flexible Learning at information sessions, trade shows and career fairs, etc.).
• Facilitates course delivery process by providing class lists, contracts, parking passes, evaluation packages and any other materials instructors require.
• Maintains records for certification courses; obtains course material and exams from external regulators and suppliers.
• Creates and maintains course enrollment spreadsheet, tracks enrollment on a per course basis and makes recommendations regarding course cancellations and increasing enrolment within established guidelines.
• Prepares contracts for part-time faculty.
• Monitors electronic contracts through the approval process and follows up on all outstanding contracts to be approved.
• Advises the appropriate departments (and students as appropriate) of changes in courses.
• Circulates and collects feedback information related to course evaluation.
• Maintains course files for additions, deletions, and changes.
• Creates and maintains course database (history of delivery, break-even calculations etc.).
• Coordinates material requisition process for courses in conjunction with the Bookstore or external suppliers for each term.
• Follows up with faculty each term concerning outstanding final grade concerns for resolution.
• Obtains and files final grade information (i.e., final grade breakdown and attendance) from instructors as required for externally regulated courses / exams.
• Provides assistance when needed in course scheduling, processing invoices, ordering supplies, photocopying, campus deliveries and correspondence.
• Assists in new course development, providing support for uploading course outlines.
• Liaises with industry contacts and professional associations to ensure awareness of Flexible Learning courses and programs; coordinates and undertakes follow-up as necessary.

Industry Services:

• Works with the Associate Dean / Department Head to assist with client services coordination for courses and training delivered on-site at BCIT and off-site at client location or other premises.
• Coordinates program and course admissions, registrations, and payment as appropriate.
• Receives incoming inquiries from prospective and existing clients and provides information about courses, programs, and other products offered by the School.
• Prepares and sends client confirmation letters, contracts, logistical information and other correspondence on behalf of the Associate Dean and Business Development Manager.
• Liaises with BCIT Corporate Services as required throughout the contract process.
• Develops, maintains, and updates the department’s customer database management system: completes content population, ensures data accuracy, creates reports, and initiates marketing communications to current and prospective clients.
• Develops Flexible Learning / Industry Services activity and revenue reports for Management.
• Participates in sales activities; prepares quotations; follows up with existing and potential clients on contract initiation and completion.
• Ensures that course and program information, and other curriculum information / packages are standardized for consistency and completeness in content, branding and layout.
• 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 for this position.

Qualifications

Education:

• Grade 12, plus completion of specialized training programs of up to one year in duration, i.e. full administrative program. Completion of a diploma or degree preferred.

Experience:

• Two years of general experience plus two years of related, current experience in a similar position.

Software/Computer Application(s) and Expertise:

• Proficiency in computing and internet applications including MS Office (Word, Excel and PowerPoint), Zoom, and database management systems.
• Experience with enterprise and customer relationship management software, reporting tools and web content management.

Communication/Interpersonal Skills:

• Excellent written and oral communication skills with demonstrated ability to deal effectively with various levels of staff, faculty, administration, students and industry partners.
• Demonstrated ability to work effectively both independently and in a team environment.

Administrative Skills:

• Strong aptitude for planning, organization, coordination, prioritization and attention to detail.
• Proven ability to work to deadlines and make responsible decisions while maintaining high levels of customer service.
• Strong problem solving, critical thinking, conceptual skills and demonstrated ability to take initiative to bring forward new ideas and make recommendations for improvements.
• Demonstrated ability to manage multiple projects concurrently under minimal supervision.
• Ability to resolve problems efficiently and professionally by learning and applying knowledge of policies, procedures and services.
• Excellent keyboarding skills for notetaking and correspondence.

Travel

• Occasional travel between Burnaby Campus and the specialty campuses.

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
• 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
• For more information on our generous benefits, click here!

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.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact RecruitmentAssistant@bcit.ca. Please note that all applications must be submitted via the careers page portal. Email applications will not be accepted.

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 Grade 7: $59,214 - $64,490 per annum.

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.