Program Information Administrator

British Columbia Institute of Technology; Burnaby; On-site; CAD 73,000 - 80,000; Full time

Job summary

A leading educational institution in Metro Vancouver seeks two Program Information Administrators to manage Institute program data across various systems. Key responsibilities include advising on policy issues, ensuring accurate data implementation, and supervising the Course File Office staff. The ideal candidates should hold a Bachelor’s degree, have at least two years of relevant experience, and possess excellent communication and supervisory skills. This full-time role offers a competitive salary and benefits package.

Benefits

Competitive pay

Employer-paid extended health and dental plan

Pension plan with employer contributions

Access to BCIT Flexible Learning courses

Complimentary fitness centre membership

Qualifications

• Minimum of 2 years of general experience in related jobs.
• Supervisory experience required.
• Excellent computer literacy and expertise.

Responsibilities

• Leads implementation of program information in various systems.
• Advises the Director on policy-related issues.
• Ensures consistency in program information across platforms.

Skills

Interpersonal skills

Communication skills

Negotiation skills

Team skills

Education

Bachelor’s degree in a related area

Tools

MS Office

Student enterprise systems

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 Registrar’s Office is seeking two (2) regular, full‑time (1.0 FTE) Program Information Administrators. This position leads the implementation of all Institute program information in enterprise systems, print publications and online, including new programs and courses, modifications to existing programs and controls the coordination of Institute data related to educational programming. On behalf of the Director, and in conjunction with education and support services, the Program Information Administrator ensures the consistency and standardization of program information within the Institute’s policies and processes. Responsible for the investigation, analysis and resolution of issues within a complex environment, this position provides leadership, direction, liaison, and advising to all stakeholders involved with the administration of the Institute’s program information, and supervises the staff and day‑to‑day operations of the Course File Office.

Duties & Responsibilities

• Advises the Director on issues that may impact Institute policy and/or reputation
• Approves changes to program information on an independent basis
• Takes a proactive role in communicating with and providing advice and assistance to all stakeholders in the development and implementation of new programs and courses, including Deans, Associate Deans, Program Heads and Chief Instructors
• Plays a key role by providing recommendations and leadership at stakeholder and operations meetings related to new programming and changes to existing programs
• Ensures timely, accurate and consistent implementation of new or changed curriculum within all administrative systems
• Maintains procedures and guidelines as per institute policies and recommends modifications to existing policies and the development of new policies related to program information
• Investigates, analyzes and resolves course file issues related to the development of new programs and courses and analyzes any potential effects on student outcomes
• Recommends strategies for program or course changes to meet all necessary policy and process provisions, while meeting the program or course needs
• Recommends categorization of program data including evaluating information, program coding structures and resolves interpretation conflicts
• Develops and oversees communications strategies to notify the Institute of approved new courses/programs or changes and ensures that the appropriate service departments are notified in a timely fashion
• Collaborates with Information Technology Services to ensure the accuracy, integrity and timeliness of published information on the Institute website
• Assesses staff training requirements related to program information administrative processes; develops and updates training programs and supporting materials
• Communicates and maintains operational guidelines related to implementation of approved new program and course changes
• Represents the Enrolment Planning and the Registrar’s office on various committees and working groups related to program data integrity activities
• Consults with the Director to resolve issues that require management oversight, higher‑level problem‑solving, and decision‑making
• Coordinates and creates transfer credit agreements between colleges and universities with BCIT and interfaces with BCCAT in relation to this role.

Supervisor

• Analyzes system design and makes design change recommendations to the Associate Registrar, Systems
• Troubleshoots non‑standard program and course issues
• Identifies requirements for system upgrades to technical systems based on changing technology and institutional needs; researches, evaluates and recommends solutions
• Liaises with ITS on behalf of end users on system anomalies; recommends and collaborates on solutions and oversees development and implementation of systems changes
• Monitors and audits all course file data periodically to ensure institute enrolment planning and course file data objectives and standards are being met
• Reviews and streamlines business processes to meet the demands and changing priorities of the course file office
• Approves staff vacation requests, assigns duties, monitors the course file office operating budget and is responsible for performance management and appraisals
• Maintains the online attendance appropriate records and documentation for all staff members resolves issues and interpersonal conflicts within the team
• Supervises Course File staff including training and developing up‑to‑date procedures manuals.
• Analyzes Course File office business processes and develops and implements solutions to minimize operating costs and improve data quality to support stakeholder needs
• Participates in Records Custodian training and remains current with record‑keeping practices, policies and procedures (both BCIT and FOIPOP )

Qualifications

QUALIFICATIONS
Definition: The qualifications section for this position was developed using the approved job evaluation plan between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future and do not reflect the incumbent’s exiting qualifications.

Education

• Bachelor’s degree in a related area or completion of a four‑year full‑time program from a community college (for example, Business Administration) or the equivalent of completion of relevant, specialized training programs of up to four years duration.

Experience

• Two years general experience plus up to eight years practical current experience in this or related jobs inside or outside the Institute.
• Must have supervisory experience.

Software/Computer Application(s) and Expertise

• Comprehensive knowledge and experience with student enterprise systems
• Excellent computer literacy and expertise with spreadsheet, database, and reporting tools, MS Office preferred
• Proficiency in the use of online content management systems.

Communication/Interpersonal Skills

• Excellent interpersonal, negotiation, customer service and team skills
• Proven ability to work effectively with a wide variety of managers and staff at various organizational levels and capacities
• Excellent verbal and written communication skills
• Proven ability to interact effectively with staff in order to problem solve, resolve conflict, and manage disciplinary actions as required

Administrative Skills

• Demonstrated ability to organize, prioritize and delegate tasks
• Proficiency in verifying data and integrity of information published in various media related to educational programming including website, calendar, and brochures
• Proven ability to manage projects from inception to conclusion

Other Skills/Abilities

• Ability to manage expectations in a multi‑reporting environment
• Demonstrated ability to work independently and as part of a team
• High level of initiative with demonstrated experience working autonomously and with minimal direction
• Proven ability to conduct research, make recommendations, prepare and present reports
• Knowledge and ability to produce and interpret statistical reports and research
• Proven problem‑solving and decision‑making ability
• Ability to work under pressure, meet deadlines, and follow through to completion on tasks
• Must be adaptable to rapid changes in technology
• Ability to work extended hours when required

Additional Information

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. 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 us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. 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 Grade 11: $73,974 - $79,977 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