Program Assistant

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 way finding 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,…