Program Assistant

Position Summary

Join our dynamic team as a Program Assistant, Centre for Counselling & Community Safety! In this vital role, you'll be at the heart of coordinating the Ministry of Child and Family Development’s (MCFD) Child Welfare Training Programs and will provide essential administrative support to the Program Manager overseeing these initiatives.

The Program Assistant is the backbone of program coordination, ensuring everything runs smoothly behind the scenes. Key responsibilities include managing the registration process for the Child Welfare training programs, scheduling instructor assignments, and liaising with internal and external contacts to ensure smooth delivery of programs and courses. Additionally, the role involves setting up courses in the Student Information System (SIS), maintaining student records, preparing course materials, organizing logistics for face-to-face and online course delivery, and providing technical class support. The Program Assistant will also draft routine correspondence and reports, and produce and maintain a variety of records, databases and files while ensuring quality assurance standards. Moreover, they will respond to inquiries by telephone, email, and in-person. Other duties include scheduling course-related resources (e.g. booking library materials, room booking, travel arrangements, accommodations). The role also entails coding and tracking invoices, maintaining web pages and online platforms, providing administrative support for the Centre for Counselling and Community Safety, and working on special projects. The position requires strong communication and organizational skills and the ability to manage multiple tasks in a busy environment. If this sounds like you - apply today!

Qualifications & Requirements:

• Secondary school graduation, plus three years office experience; or an acceptable equivalent combination of education, training and experience;
• Advanced Microsoft Office experience with strong formatting skills;
• Proficiency in the operation of PowerPoint, Qualtrics, Colleague, Articulated 360 Rise, Teams, Zoom, Blackboard, Collaborate, Drupal and Adobe Acrobat;
• InDesign, Dreamweaver, Photoshop, CRM Dynamics and Illustrator experience would be an asset;
• Excellent verbal and written communications, including accurate spelling, grammar, proofreading and document formatting;
• Proven ability to work with regular interruptions;
• Ability to establish and maintain effective working relationships with a variety of internal and external contacts in a team based setting is very important, including staff, students, faculty and the public;
• Ability to exercise tact, diplomacy and patience in dealing with others and engage in mutual problem solving;
• Proven ability to meet deadlines, establish priorities and maintain a high level of accuracy, while managing a high volume of work;
• Proven ability to multi-task, problem solve and to carry out complex instructions accurately;
• Proven financial acumen;
• Must have a positive attitude and be prepared to participate as a full member of a collaborative team;
• Physical ability to lift boxes (up to 25 lbs.) is required.

About JIBC

Justice Institute of British Columbia (JIBC) is a public, post-secondary institution that provides education and training to those who’ll be there to support British Columbians and others around the world, when a life is at stake or when health, safety or property is in jeopardy. Work for JIBC and be a part of the big picture – supporting justice and public safety professionals at all stages of their careers in fields including law enforcement, firefighting, paramedicine, security and emergency management.

What JIBC Offers:

We offer a total compensation package that includes Extended Health and Dental Benefits, and enrollment in the Municipal Pension Plan after six months. In addition, we offer 15 vacation days annually (pro-rated in first year), as well as other generous leave entitlements.

Salary Range:

$50,534.82 to $53,951.31 per annum (BCGEU Pay Grid 9)

Posting date:

January 3, 2025

Position Type:

BCGEU

Position Number:

1000183

Employment Type:

Full-Time Regular

Work Arrangements:

This is a term, full-time (35 hours per week) position. Must be within a commutable distance to JIBC's New Westminster Campus. This position may be considered for a hybrid work arrangement.

How to Apply

Interested applicants must submit their application and all required documents online. Qualified internal applicants shall be given first consideration in filling the position. All applications must be received by January 10, 2025 at 3:30pm. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. Only candidates selected for an interview will be notified.

Union Observer

Applicants may request a Union Observer. Such requests should be made through the People & Culture department at the time of application. Justice Institute of British Columbia believes in creating accessible programming, workplaces and spaces that reflect the community we serve. Our desire is to continue to build an inclusive culture that encourages, supports, and celebrates the diverse voices of our employees and students and where everyone feels empowered to share their experiences and ideas.