Program Assistant, Programs

BCIT’s School of Transportation is seeking a temporary, full time (1.0 FTE ) Program Assistant. This role provides administrative and support services, records and information management and student and staff services related to events and full-time programs offered at the BCIT Marine Campus Co-op Office, including the Marine Engineering, Nautical Sciences, and Bridge Watch Rating. Works collaboratively with the Co-op Coordinator, Department Heads, Associate Dean, faculty and other support staff, Registration, library and students to ensure efficient and effective operations of the Marine Campus.

Please note:
This position is based out of BCIT Marine Campus in North Vancouver, BC.

• Assists with the day-to-day administration of the Marine co-op office and the full-time programs, ensuring that all administrative processes are conducted in compliance of BCIT’s policies and procedures.
• Assists the Co-Op Coordinator with scheduling interviews for Cadet job placements.
• Performs calls screening, appointments scheduling and mail handling.
• Arranges meetings including catering, agenda packages, and minutes taking as required.
• Provides clerical support (such as photocopying, filing, faxing, distributing materials, and ordering materials and supplies).

• Maintains office policies, procedures and process systems, as well as an up-to-date, comprehensive knowledge base of workplace education programs.
• Monitors and collects information and data regarding co-op student enrollment and placements for the provision of detailed statistical information to government agencies and professional associations.
• Maintains systems to track students for the duration of the enrollment in the program.
• Prepares statistical reports on students and alumni for analysis and decision making.
• Under Department Head’s direction, prepares, collects and processes programs documentation, including students work term registration, marks, filing student records, curriculum and program changes and the full-time calendar.
• Facilitates assembly of Cadet applications and submission to Employers.
• Maintains email distribution lists to communicate joining arrangements to students.
• Monitors and maintains accurate updated information of all related programs and events on the BCIT web site, and social media for programs and courses promotion.
• Ensures creation and administration of course folders as indicated.
• Assists with the preparation and maintenance of course announcements, course information packages and other communications for the program areas, using application software and recommended templates to promote the Marine Campus program/courses and events.
• In coordination with the Administrative Manager, liaises with marketing to promote Marine Campus programs/courses.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP ).

• Receives in-person, email and telephone inquiries from internal and external callers/visitors, including students, staff and industry contacts (such as employers, associations and government officials). Coordinates response taking appropriate actions.
• Provides information to students on the Marine Campus programs and BCIT services available (such as counselling, tutoring, financial aid, scholarships and awards).
• Allocates and maintains student locker assignments for the campus.
• Coordinates applicant interview process Admissions, and arranges for AV support for video interviews as required.
• Assists the Department Heads and Cadet Co-Op Coordinator with planning and coordination of regular activities, student support, exam re-write registrations and…