Program Assistant, Centre for Professional Health Education

Justice Institute of BC

Program Assistant, Centre for Professional Health Education

Date:   March 11, 2019
Competition:   #19-07A


Program Assistant, Centre for Professional Health Education

School of Health, Community & Social Justice – Health Sciences Division

Reporting To:
Program Manager, Centre for Professional Health Education

Justice Institute of British Columbia:
The Justice Institute of British Columbia (JIBC) is Canada’s leading public safety educator – a public post-secondary educational institution that has earned a worldwide reputation for excellence and innovation. JIBC educational programs and services are delivered to government agencies, community organizations, private corporations and the general public in communities throughout the province and around the world. Each year, the JIBC’s distinctive educational learning model attracts an average of 27,000 students, many of whom return as students throughout their careers.

The primary role of this position in the Centre for Professional Health Education in the Health Sciences Division is to provide clerical and administrative support to facilitate the delivery of contract and fee-for-service training offerings at JIBC campuses and other delivery locations. Currently, this position provides primary support to the delivery of contract training courses and activities, with additional support for delivery of short continuing education courses.

Primary Responsibilities:
  • Course implementation and delivery, including, but not limited to: course & multi-course section requests, arranging for course materials, distributing course materials, room scheduling, and related paperwork;
  • Problem-solving and information sharing with client staff, learners, and instructors across Canada and JIBC instructors clinicians, and staff by telephone,by email, and in person;
  • Maintaining course files and archiving;
  • Developing and maintaining a variety of records, databases, files and spreadsheets;
  • Organizing meetings, conference calls; preparing agendas and taking meeting minutes, as appropriate;
  • Gathering, compiling, and generating records and reports, and entering courses and student data into the Colleague database and WebAdvisor;
  • Entering and managing students in the Blackboard Online Learning Environment;
  • Scoring computer marked exams, and entering marks into WebAdvisor
  • Entering course, student, instructor and preceptor/clinician surveys into survey program and running reports; filing/tracking student surveys;
  • Booking rooms for course delivery at JIBC campuses;
  • Ordering office supplies;
  • Liaising with the Stores Clerk, managers and instructors to coordinate course equipment, supply ordering and delivery;
  • Producing a variety of documents related to course delivery;
  • Maintaining, creating or formatting documents and materials using MS Word, Excel and Adobe Acrobat;
  • Generating and maintaining routine correspondence;
  • Compiling weekly and monthly status updates;
  • Responding to inquiries from a variety of sources by telephone, e-mail and in person;
  • Collecting, collating and preparing summaries of practice education scheduling data, and class enrolments to support invoice preparation.
  • Performing other related duties, as assigned.

Qualifications & Requirements:
Secondary school graduation or equivalent plus three (3) years of related office experience; or an acceptable equivalent combination of education, training and experience.  Demonstrated proficiency with Microsoft Word, Excel, PowerPoint, and Internet Explorer is essential. Knowledge and proficiency of Blackboard Learning Management, Adobe Software, MS Access and Colleague is a definite asset.

Excellent organizational skills, attention to detail, and previous experience working within a team environment.  Proven ability to resolve issues in a logical, assertive and professional manner.  Proven ability to meet deadlines, manage priorities and maintain a high level of accuracy, while processing a high volume of work within an independent setting is essential.  Strong written and verbal communication skills, including accurate spelling, grammar, proofreading, and minute-taking abilities are required.

Ability to maintain a positive attitude with a focus on quality customer service is essential.  Ability to remain calm under pressure and deal with sensitive issues showing discretion and confidentiality is also required.  As this position plays a key role in liaising with multiple individuals across Canada via email, and phone the candidate must demonstrate a proven ability to establish and maintain effective working relationships with a variety of internal and external clients, staff and stakeholders.  Ability to lift boxed course material and equipment (up to 25 lbs.)

Hours of Work:
17.5 hours per week ideally scheduled over a minimum of 3 days/week (exact schedule to be negotiated prior to hire)

Salary Range:
$22.33 to $23.87 per hour (BCGEU Position – Grid 9)

Posting Date:
March 11, 2019

Closing Date:
March 27, 2019

Please submit a resume and covering letter quoting Competition #19-07A to:

For more information, please feel free to contact:
Ben Coulas, Program Manager
Centre for Professional Health Education
604-528-5744 |

Justice Institute of British Columbia is an equal opportunity employer and is interested in broadening the diversity of its staff.  We encourage applications from visible minorities, Indigenous peoples and persons with disabilities.

Organization: Justice Institute of BC
Location: New Westminster, BC
Region: Lower Mainland
Professional Category(s): Office Administration, Program Management/Services
Posted: March 11, 2019, 2:33 pm
Expires: March 27, 2019, 4:30 pm

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