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Employment Opportunity

Secretary, Academic and Career Preparation

Faculty of Academic & Career Preparation
Competition Number: 13-3050
Appointment Type: Regular Full-time
Subject to CUPE Joint Job Evaluation
Start: As soon as possible
Workload: 35 hours per week

Employment Group: Cupe 5
Position: 00114
Location: Nanaimo Campus
Duties: Provide a high level of customer service to a diverse group of students in a busy learning environment. Be the first line of contact for students and the general public in person, by phone and by email. Provide administrative support to Academic and Career Preparation programs including: Adult Basic Education, Literacy, Workplace Essential Skills and Training, Aboriginal University Bridging, and Volunteer Tutor Program. Work closely with Registration, Records, and Financial Aid, and provide information and respond to inquiries from the Welcome Centre, Advising, Disability Services, and Shq⿿apthut (The Gathering Place).

Respond to and initiate appropriate action in person, by phone or by email to inquiries from students, faculty and the general public; provide information about ACP programs verbally and through the design and preparation of brochures, information sheets, schedules, calendars, timetables and packages; design and create spreadsheets, charts, reports, forms, pamphlets, or other written material; review transcripts, SRS course enrollment, or assessment results and initiate a course of action for students; monitor class lists, literacy waitlists, and pre-requisite checks prior to the semester start up; book appointments for two student advisors, the Chair and assessments; order textbooks , order and maintain supplies, schedule meetings, take minutes, distribute mail, manage photocopy accounts and monthly audit, maintain and troubleshoot office equipment; semester implementation: prepare lists and posters, mailboxes, and schedules. Provide administrative support to ABE/Literacy assessments; administer the ABESAP textbook loan program; prepare application and acceptance packages, and brochures for the WEST program. Book rooms for tutors. Back up for SAWS entry, sick leave log and the HR appointment system. Respond to janitorial and maintenance requests from students and faculty.
Required Qualifications: One-year Applied Business Technology Certificate, or equivalent, from an appropriately accredited institution. Three to five years recent directly related experience. Intermediate level word processing skills. 45 wpm typing speed. Understanding of database concepts.

Proven excellent customer service skills working with in a demanding student centered environment. High level of interpersonal skills and conflict management skills. Excellent attention to detail. Ability to respect confidentiality and handle high volume of telephone and in-person student, public and faculty inquiries with confidence and tact. Strong time management skills. Ability to set priorities and work on multiple tasks in a demanding and constantly changing environment. Ability to work both independently and as a member of the team. Sensitivity in dealing with diverse student needs.
Preferred Qualifications: Knowledge of the Student Records System (or similar system) and VIU website.
Please Submit: CV/Resume
Cover Letter
Copies of transcripts/credentials/certificates

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
Posting Period: May 16, 2013 - May 22, 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.