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Employment Opportunity

Office Manager

The High School Office
Faculty of International Education & ELC
Competition Number: 12-3099
Appointment Type: Regular Full-time
Start: January 02, 2013
Workload: 35 hours per week
Employment Group: Cupe 9
Position: 00177
Location: Nanaimo Campus
  The High School is a private secondary school located on the campus of Vancouver Island University in Nanaimo, BC. It is registered under the Societies Act of BC and licensed by the Province as a Group 2 and Group 4 school, with a target enrolment of 120 International and Canadian students. The School is part of the Faculty of International Education and utilizes facilities and administrative services on the VIU campus. The Principal is directly responsible for overseeing the strategic direction of The High School and the implementation of the grade 10-12 program. The Principal reports to the Dean of International Education on all operational matters and is accountable to The High School Board for ensuring that all legislative requirements are met.
Duties: Provide administrative assistance and secretarial support to the principal, including: prepare for Ministry of Education inspections; prepare for and attend MHS board meetings; produce reports for various government agencies; prepare marketing and recruiting materials; maintain agent contract agreements, policy and procedures manuals, and MHS website content; assist with budget preparation, monitoring, and analysis.

Manage the finances for all program intakes, including accounts receivable, accounts payable, petty cash, cost centre charges, account reconciliations, student distributions, and preparation of financial statements and complex reports for annual audits. Supervise support staff and oversee the day-to-day operations of the office, including the admission and registration process, the VIU and high school student information systems, and the permanent record retention system. Assist in human resource matters, including job postings, appointments, leave requests, and payroll issues.

Assist in the coordination of school events such as assemblies, orientation days, graduation, field trips, activity days, etc. Work with homestay services to facilitate student placements, pay homestay fees, process refunds, etc. Respond to student needs such as assisting with medical insurance coverage and claims, parent and agent communications, visas and study permits, payments and refunds, homestay issues, etc.
Required Qualifications: Two-year diploma in Business Administration including accounting courses from an appropriately accredited institution. Five years of relevant experience, including two to three years of accounting/financial experience, or an equivalent combination of education and experience. Advanced word processing and spreadsheet skills and intermediate database management skills, including senior level experience with Microsoft Word, Excel, and Outlook. 50 wpm typing speed.

Proven ability to organize, prioritize, manage multiple tasks, pay attention to detail, and problem solve. Good interpersonal skills and demonstrated ability to communicate effectively, work under pressure, manage conflict, work independently and as a member of a team.

Must successfully pass a criminal records check, and must be able to obtain and maintain an Order for the Appointment as a Commissioner for Taking Affidavits in the Province of BC.
Preferred Qualifications: VIU experience, including systems such as SRS, FRS, and SLED. Public school office experience, including knowledge of BCeSIS and Ministry evaluation and data submission procedures. Knowledge of Canadian immigration procedures/requirements for international students. Experience using Contribute website editing software.
Please submit application components in one uploaded document.
Please Submit: CV/Resume
Cover Letter

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
Posting Period: November 30, 2012 - December 09, 2012
Note: Vancouver Island University regrets that only candidates selected for an interview will be contacted.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.