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Employment Opportunity

Administrative Assistant

President's Office
 
Competition Number: 13-1009
 
Appointment Type: Regular Full-time
 
Funded in base budget
 
Start: June 17, 2013 - Start date is flexible depending upon whether the successful candidate is an internal or external candidate.
 
Workload: 35 hours per week
8:00 to 4:00 pm, Monday to Friday, with a one-hour lunch
Some evening work may be required during Convocation or special events
 
Employment Group: Admin 4
 
Position: 00704
Location: Nanaimo Campus
 
Duties: Provide support (.25) for the Office of the University Secretary (the Secretariat) and support (.75) for the President's Office. Both functions are located in the same office area.

The President's Office is responsible for the effective and efficient management of the institution in its teaching/academic responsibilities, its business/administrative operations and its role in the community. In meeting those objectives, the Administrative Assistant works with the Executive Assistant to the President in providing support to the President.

The Secretariat is responsible for the effective and efficient management of the institution's bicameral system of governance, headed by the Board of Governors and the Senate. In meeting those objectives, the position provides support to the University Secretary on matters relating to the Secretariat such as Board, Senate, Convocation and special events, including support to the Chancellor as required.

Reporting to the University Secretary, serve as receptionist for the Office of the President and Secretariat, and responsible for answering incoming calls, in-person inquiries, and greeting visitors upon arrival. This includes the screening of incoming calls (or walk-ins) in terms of relevancy and urgency. Work closely with the Executive Assistant in supporting the President by coordinating, scheduling and making logistical arrangements for various meetings, making travel arrangements, preparing correspondence, drafts, and reports of a confidential and highly sensitive nature.

Process incoming/outgoing mail, order office supplies, maintain office equipment such as photocopier, fax machine, printers, etc., complete filing for the President's Office and the Secretariat. Prepare agendas and provide support for meetings of the Senior Management Group, and other committees, as required.

On behalf of the President and the University Secretary, deal with government agencies, the community, International visitors, business and industry on an external basis, and with the administration, faculty, staff, students and internal committees and societies of Vancouver Island University. Provide direction to both internal and external individuals wanting to meet with the President and the University Secretary requiring some persuasion and influence by presenting alternatives and direction.

Other duties include management of official institutional 'Greetings', processing of PCard expenses, President's Expenses, membership renewals, and other duties as assigned.
 
Required Qualifications: Recognized post-secondary certificate from an appropriately accredited institution. Four years' experience as an administrative assistant. Senior-level computer skills, including Outlook, MS Word, Excel, PowerPoint, ACCESS, Contribute, and other similar software. A strong commitment to excellent customer service exhibiting tact, diplomacy, judgment and discretion; superior interpersonal, communication, organizational, as well as technical and writing skills, efficiency, and an above average ability to juggle numerous conflicting priorities. Demonstrated ability to record committee proceedings and compose minutes at a senior level.
 
Preferred Qualifications: Bachelor's Degree from an appropriate accredited institution. Knowledge of and experience in working in a post-secondary education environment.
 
Please Submit: CV/Resume
Cover Letter


Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
 
Posting Period: May 10, 2013 - May 16, 2013
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.