We are currently accepting applications for a Programming Officer (full-time).
The primary purpose of this role is to support the Associate Deans (ADs) with day-to-day operations of the LES and High School program areas. The Programming Officer carries out logistical and operational functions necessary for the delivery of School of Foundational Learning programming. The position collaborates closely with the Program Chairs, Access Retention Officers, instructors and the School’s administrative team to ensure efficient and seamless operations of programming resulting in consistent and high-quality service to learners. A central function of this role is to liaise and foster strong relationships with College support areas (LSS, Finance, ORES, etc.) on behalf of the SFL leadership team.
Support Program Delivery – 45%
Builds relationships and works closely with other College departments to ensure that programming is meeting needs, and solicits input on program and curriculum improvements, changes and updates.
Works with instructors, Chairs, and Research and Innovation to create, update, and grant access to D2L Masters.
Uses College’s room booking system to schedule computer labs, event space, classrooms.
Manages the School’s course outlines/syllabi to ensure information is up to date (versioning control), documents are filed/circulated within centralized College repository.
Supports ADs with department purchasing and finance by creating PSRs, coding expenses, and liaising with Finance and Ancillaries.
Assists with the coordination of building courses and programs.
Inventories and orders program materials (i.e. course materials, textbooks, classroom supplies, special orders). Provides deadlines to Instructors to ensure materials are available at start of term.
Updates learner records in Agresso.
Coordinates the tracking of student enrolment, registration, and graduation information.
Verifies course grades have been entered into D2L; follow-up with instructors as needed.
Completes and circulates learner paperwork (i.e. learner withdrawals, course changes, waiver forms, other).
Oversees the School’s academic files such as curriculum, learner records, etc. Create and manage centralized electronic filing system.
Coordinates the scheduling of administrative staff in the department
Provides support and direction to administrative team with respect to work tasks and priorities; coaches, trains and mentors.
Scheduling and Enrollment – 10%
Schedules exams (course exams, final exams, equivalency, etc.) by developing a schedule, booking rooms, gathering materials and supplies, and working with ADs to assign staff.
Ensures ongoing connections with the Registrar’s Office and ADs leading to effective and efficient timetabling of courses.
Recommends timetable adjustments to better serve students based on internal and external stakeholder input.
Identifies areas of concern and brings them to the attention of the Program Chairs or Associate Deans.
Updates information in Infosilem to support scheduling.
Works with Chairs and Associate Deans to build the annual SFL calendar including learner academic support critical dates, department DSV days, PD days etc.
Coordinates admissions testing and TPIs with the Registrar and Enrollment Services.
Communications – 15%
Drafts, coordinates and circulates official communications (letters, emails, other) on behalf of the department to learners. Enters records in Agresso.
Supports and participates in New Student Orientation by providing learners with School and College information relevant to their program. Develops information sheets, brochures, etc. to support communications.
Works with the Access Retention Officers to communicate with learners regarding attendance, course registrations, withdrawals, etc.
Communicates with School faculty and staff regarding process/policy changes, College-wide events and information, etc.
Policies & Procedures – 15%
In consultation with the ADs and Chairs, updates department policies and procedures.
Identifies inefficiencies and/or procedural challenges in the department and makes recommendations to the ADs.
Oversees updates to program documentation (learner handbook, website, etc.).
Program Development & Quality Assurance – 10%
Administers program evaluations with support from Research and Innovation. Compiles data, identifies trends and circulates to stakeholders.
Supports program review & evaluation activities under the direction of ADs.
Assists in creating and implementing new programming in the department (i.e. course outlines, PSS documentation, curriculum development requests).
Assists with implementing College’s Indigenization Strategy within SFL.
Other – 5%
Compiles data and other information for reporting, planning, and decision making purposes.
Back-up administrative and reception support.
Other projects and tasks as assigned.
Job Requirements
Minimum Qualifications
Diploma
3-5 years experience in an administrative function (or similar) in a post-secondary environment
Excellent written and verbal communication skills
Strong problem solving skills with the ability to generate solutions to non-routine problems
Proficient with analyzing information and data to identify trends and patterns
Adept at time management and prioritizing
Strong organizational and planning skills
An equivalent combination of directly related education and experience may be considered
Preferred
5 years experience in administrative function (or similar) in post-secondary environment
Budget monitoring
Scheduling and managing timetables
Project management
Quality assurance
Proficient with MS Office Suite, Agresso, Infosylum, D2L
Core Competencies
Building/Nurturing/Fostering Relationships & Organization-wide Perspective
Builds rapport to establish and maintain effective relationships with clients and stakeholders and gains their trust and respect.
Is open-minded when different perspectives are presented.
Models Agility
Is open to and adapts well to change and is not knocked off balance by the unexpected.
Communicates effectively with colleagues and others to support the implementation of change.
Organization Advocacy
Demonstrates commitment and support of the College in day-to-day interactions with stakeholders and clients.
Models a positive image to others both inside and outside the organization.
Critical Decision Making
Views situations from a broad perspective rather than just their own.
Anticipates multiple possible causes and consequences of events.
Open Communication/ Listening
Discusses with supervisor any potential upcoming challenges in their day to day work
Maintains respectful, open communications with supervisors, co-workers and colleagues, in order to share both information
This is a continuous (AUPE) position, with preference given to current, internal applicants.
Please note that all successful candidates will be required to provide government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.
Diversity and Inclusion Commitment
Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.
Minimum Education Requirements
Diploma
Location
BVC CALGARY – CA (Primary)
Job Family
Administration
FTE Per Individual (%)
100
Closing Date
5/7/2021
Employment Status
Continuous
Salary
51,504 – 69,576
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