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Employment Opportunity

Administrative Assistant to the Dean

Faculty of Trades & Applied Technology
Competition Number: 12-3102
Appointment Type: Temporary Full-time
Start/End: January 14, 2013 up to March 29, 2013
  Leave Replacement: Appointment end date may be extended or end early dependent on return of incumbent.
Workload: 35 Hours per week
Employment Group: Cupe 9
Position: 00108
Location: Nanaimo Campus
Duties: Provide administrative and secretarial support for the administrative team including the Dean and Associate Dean of Trades and Applied Technology. Manage the day-to-day operation and workload matters of the administrative office, including support staff. Act as liaison with Chairs and Faculty, particularly with regard to human resource and student matters. Record and disseminate minutes of bi-weekly Chairs' meetings, and follow up on action items. Assist the Dean and Associate Dean with faculty teaching evaluations. Assist in human resource matters, acting as main liaison with Human Resources. Coordinate the schedules for the Dean and Associate Dean and handle all office communications. Ensure preparation, follow-through and record keeping of new course proposals and course changes. Draft correspondence. Assist in budget preparation, monitoring and analysis. Provide support to various committees and follow through with necessary actions. Organize and manage the workload from the office of the Dean and Associate Dean. Make travel arrangements. Assist in the organization of the annual retreat. Coordinate class shadow students. Manage the day-to-day aspects and communications for the Career Technical Centre. Responsibilities include extensive interaction with faculty, staff, students and the public.
Required Qualifications: One-year post secondary program in office administration, or equivalent, from an appropriately accredited institution. Five to seven years recent directly related secretarial experience. Senior-level word processing skills in MS Office. Proven superior organizational, interpersonal, and communication skills (written and verbal), ability to work independently and as part of a team, ability to manage multiple and complex tasks, ability to determine and manage priorities and to use discretion and work under pressure with constant high demands. Excellent attention to detail. Demonstrated ability to exercise good judgment, problem-solving skills, tact, diplomacy, confidentiality and managing conflict. Demonstrated skills in developing and maintaining systems and procedures; and in effectively managing multiple, complex and detailed tasks. Excellent time management skills, demonstrated ability to work with initiative and a high degree of independence.
Preferred Qualifications: Experience in a post secondary setting. Working knowledge of FRS, SRS, Scheduling software, and Adobe Contribute.
Please Submit: CV/Resume
Cover Letter

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
Posting Period: December 06, 2012 - December 12, 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.