Skip to main content - Skip to contact information
Employment Opportunity

Administrative Assistant to the Dean

Faculty of Education
Competition Number: 13-3005
Appointment Type: Temporary Full-time
Start/End: As soon as possible up to January 27, 2014
  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: 00002
Location: Nanaimo Campus
Duties: Provide administrative support for the Dean and the Faculty of Education. Manage overall support to the Faculty and supervision of other support staff. Responsibilities include extensive interaction with faculty, staff, students, and the public, as well as day-to-day operations, including preparing correspondence, electronic communications and reports, scheduling and organizing meetings, assisting with the faculty timetable, and coordinating the Dean's schedule. Assist in personnel matters, acting as main liaison with Human Resources including coordination of interview and selection processes and creation and processing of faculty appointments and letters via the Appointment System. Assist the Dean with faculty teaching and staff evaluations, as well as manage the care of sensitive materials and information. Ensure preparation, follow-through, and accuracy of the Faculty of Education timetable as well as room allocation process and input via SAWS. Provide support including draft correspondence and minute-taking to various committees and follow through with necessary actions. Overall coordination and organization, and follow through of new course proposals and changes. Assist with budgetary matters including purchases up to signing authority limits, prepare contracts/agreements, prepare, process, and track financial documents, assist with yearly labour plan, budget preparation and monitoring, and reconcile purchasing card statements.
Required Qualifications: One-year certificate in Applied Business Technology, or equivalent, from an appropriately accredited institution. Minimum five years recent, directly related administrative assistant experience. Demonstrated history of ongoing related professional development, strong interpersonal skills. Solid technological skills and proven ability to learn new systems. Demonstrated proficiency with Microsoft Office suite, including spreadsheets, databases, website maintenance, and social media marketing. Ability to transcribe minutes with speed and accuracy. Proven superior organizational, interpersonal, and communication skills (written and verbal). Ability to work independently as part of a diverse team. Ability to manage multiple and complex tasks with interruptions. Ability to determine and manage priorities, use discretion and work under pressure with constant high demands. Excellent attention to detail. Experience with managing timetable organization and input. Demonstrated ability to use judgement, problem-solving skills, tact, confidentiality, diplomacy, and conflict resolution. Excellent time management skills. Ability to work with a high degree of independence.
Preferred Qualifications: Experience in a university or college setting. Knowledge of VIU policies and procedures.
Please Submit: CV/Resume
Cover Letter

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
Posting Period: January 09, 2013 - January 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.