Degree Program Administrator

British Columbia Institute of Technology (BCIT)

Burnaby

CAD 60,000 - 80,000

Job description

BCIT’s School of Business is seeking a regular, full-time (1.0 FTE) Degree Program Administrator. This position is responsible for the day-to-day administration of the Degree Programs offered in the School of Business. Additionally, this position is responsible for marketing, promotional, budgetary, advising, recruitment, communication, and administrative activities associated with each of the programs to ensure successful operation.

Duties & Responsibilities

DUTIESANDRESPONSIBILITIES:

Responsible for completing special projects as assigned by the Program Head, Associate Dean, and the Dean, School of Business related to the administration of the degree program.
Acts on behalf of the program heads, in his/her absence, by providing information to students, responding to inquiries, and performing administrative duties within scope of this position.
Generates, prepares, and distributes financial reports including: budget information, instructor contract information, operating costs, breakeven information, and accrual information.
Prepares instructor contracts; communicates with the Finance department to address any contract issues or other issues which impact area of program responsibilities.
Review program matrices and course outlines from outside institutes, domestic and international, to assess equivalency. The PA will make recommendations to either the student or the program head as to the applicability of courses from other institutes to meet BCIT program requirements.
Evaluate the need for the program to develop formal arrangements with an outside institute to facilitate transfers of course credits.
Assist students in developing a learning plan when students are unable to complete all required courses at a BCIT campus.
Analyzes and reviews Institutional Research and Planning survey information for the purpose of improving program effectiveness.
Develops, creates, writes, edits, and maintains all marketing, promotional, and presentation material for approval, including Fast Track program letters, brochures, and banners, and provides materials to potential and existing students.
Coordinates, implements, and manages marketing and promotional activities (e.g., representing programs at BIG Information Sessions, Career Fairs).
Develops, writes, edits, and maintains website content for relevant program areas; interacts and communicates with the Vice-President of Education’s Office to ensure adherence to applicable website policies and procedures.
Provides guidance and advice to students concerning selection of General Education courses for the BBA program; makes recommendations to the Advanced Placement and Degree Programs office.
Interacts with the Advanced Placement and Degree Programs Office to implement any General Education approval updates, create and distribute the full time Bachelor of Business Administration Sets and timetables, and address issues / concerns.
Responds to and prioritizes inquiries/concerns from potential students, current students (e.g. “Set Reps”), graduates, internal (e.g., Vice-President of Education’s Office, faculty) and external stakeholders via email, telephone, fax, or in person.
Conducts pre-screening advising of potential students to ensure applicants have met all program prerequisites prior to program acceptance and provides courses of action and advice concerning application to the program (e.g., upgrading courses), advanced placement (e.g., International Credential Evaluation Service information) or other possible programs (e.g., Royal Roads University or Thompson Rivers University).
Informs individuals about the relationship between BCIT credentials versus other post-secondary credentials for prerequisite and advising purposes. Interacts and communicates with Thompson Rivers University (BC Open University) to facilitate the transfer of eligible Bachelor of Business Administration students from Thompson Rivers University to the BCIT BBA; provides potential students information as it pertains to the International Credential Evaluation Service, Advanced Placement and Degree Program Office, etc.
Responsible for providing and verifying prerequisite information, providing registration approval, and tracking (e.g., database operations, recording final grades) non-accepted students seeking registration.
Develops, creates, designs, maintains (e.g., data integrity), and upgrades databases, spreadsheet, and management information systems as required to ensure optimal operation of relevant program areas.
Collects, analyses, and evaluates data from various sources (e.g., Banner, Cognos, et cetera) to be compiled into information to compile reports that provide input to resolve issues, situations, challenges, and increase program efficiency.
Conducts program plan progress, using database, to provide status information on students.
Conducts graduation audit advising to ensure program students have satisfied all program criteria prior to gradation; informs students of graduation and convocation sequence.
Responsible for facilitating registration and information.
Responsible for organizing Advisory Committee and marks meetings; acts as recorder at meetings.
Generates the Part Time Studies Flyer and Course File rollover submission each term and communicates with appropriate departments (e.g., Student Enrolment and Information Services, Course File, Finance, etcetera) to ensure correct information is being displayed for the degree programs.
Develops and implements administrative processes (e.g., instructor evaluations, and developing and maintaining waiting lists); identifies, develops, and implements business solutions to increase efficiencies and operational effectiveness.
Participates in Records Custodian training and remains current with current record keeping practices, policies, and procedures (both BCIT and FOIPOP).
Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the directory of Records Database (DRDB), or appropriate alternative; procuring file folder labels through the DRDB as appropriate, indicating the classification to which files belong; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.

Undertakes related duties as assigned, consistent with the job grade of this position.

Qualifications

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 might not reflect the incumbent’s existing qualifications.

Education:

Requires the equivalent of university graduation.

Experience:

Two years of general experience plus four years of current, related experience in areas such as business communications (e.g., business correspondence, developing marketing and promotional material), plus demonstrated proficiency in marketing, promotions, and public relations to execute a variety of internal and external events, and designing, creating, maintaining, and operating databases.

Software/Computer Application(s) and Expertise:

Proficient with the use of Access, Excel, Word, and internet applications at an intermediate/advanced level.
Demonstrated ability to utilize and learn additional computer applications.

Communication/Interpersonal Skills:

Superior interpersonal and interpersonal and written communication skills (e.g., public speaking, editing, and proof reading).
Demonstrated critical thinking and problem solving skills with the ability to make decisions and use independent judgement.

Administrative Skills (e.g. prioritizing, etc.):

Ability to exercise tact and discretion when handling sensitive matters.
A proven track record of exceptional customer service.
Must demonstrate excellent organizational skills, the ability to prioritize work, multitask, and meet tight deadlines.
The ability to work independently and as a team member with internal and external clients and stakeholders, with a high level of professionalism.

Other Skills/Abilities:

Knowledge of the professional accounting bodies and programs and knowledge of undergraduate and graduate level education programs an asset.
Highly demonstrated attention to detail.

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
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
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 8: $62,669 - $68,082 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.

Position Details

Posting Category

Administration

Department 2

SOBM Business Admin Dept

Campus Location

Burnaby campus

Bargaining Unit

BCGEU Support Staff

Job Status

Regular

Full-Time/Part-Time

Full-Time

Number of Vacancies

Anticipated Start Date

12/02/2024

Anticipated End Date

Competition Information

Competition Number

24B496

Competition Open Date

11/09/2024

Competition Close Date

11/19/2024

Open Until Filled?