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Employment Opportunity

Administrative Assistant to the Dean

Faculty of Academic & Career Preparation
 
Competition Number: 13-3081
 
Appointment Type: Regular Full-time
 
 
Start: As soon as possible
 
Workload: 35 hours per week
 
Employment Group: Cupe 9
 
Position: 00470
Location: Nanaimo Campus - Nanaimo
 
Duties: Reporting to the Dean, perform a variety of confidential administrative and support functions for the Dean as well as act as a liaison between the Dean and the entire Faculty including instructors/professors, technicians, chairs, advisors, staff and students, as well as other areas of the University and the general public. The position requires an administrative professional with strong communication, organizational and problem-solving skills along with attention to detail and the ability to work independently and proactively with tact and sensitivity. The use of initiative and judgment to resolve routine and emergent issues and to monitor the flow of information through a complex, changing environment is crucial.

General Administrative Support: Manage day-to-day operation of the Dean's office; maintain Faculty records with due regard for confidentiality; draft correspondence; make travel arrangements; manage Dean's appointment calendar; maintain Faculty website; coordinate the logistical aspects of meetings, retreats and special events; receive and screen telephone calls, e-mails and visitors to the office; troubleshoot office equipment, track course and program changes and proposals; contribute to the ongoing assessment and improvement of office procedures; perform other duties as assigned; and when dealing with enquiries and in other interactions, present a positive and professional image of the Office of the Dean to all visitors, staff and students.

Committee Support: Schedule meetings; prepare agenda and meeting material; produce minutes of the meeting; update websites; complete any follow-up work assigned by the committee.

Financial Functions: Assist with the development of the yearly human resources report, and with budget preparation, monitoring and analysis; implement cost centre changes relating to faculty appointments; process purchase order requisitions, cheque requisitions, purchase card reconciliations and expense claims.

Human Resources: Prepare and process employee appointment letters, contracts and payroll documents; oversee faculty evaluation process; assist with job postings, interviews and selection process for faculty and staff positions; assist with preparation and monitoring of the course timetable and faculty workloads.
 
Required Qualifications: One-year post-secondary education in office administration or equivalent from an appropriately accredited institution. Minimum five years recent, directly related Administrative Assistant experience. An acceptable combination of education and progressively responsible experience may be considered. Demonstrated history of and commitment to ongoing professional development.

Proven superior organizational, interpersonal and communication skills (both written and verbal). Demonstrated ability to work with initiative, both independently and as part of a team. Considerate and collaborative approach to working with others. Strong conflict resolution skills. Ability to work under the pressure of constant high demands and deadlines.

Time management skills and the ability to prioritize complex tasks with minimal supervision. Excellent attention to detail. Demonstrated ability to exercise good judgment, tact, and respect for confidentiality.

Aptitude for critical thinking and problem solving. Demonstrated skills in developing and maintaining systems and procedures and in effectively managing multiple, complex and detailed tasks. Proficiency in MS Office 2010 (Word, Excel, Outlook) and website maintenance. Ability to take and transcribe minutes with speed, accuracy and discretion.

General mathematical and accounting skills, demonstrated ability in tracking and coordinating budgets.
 
Preferred Qualifications: Practical understanding of basic accounting practices and their application at VIU. Working knowledge of MS Access, MS Publisher and Adobe Dreamweaver.

Working knowledge of VIU systems: appointment system, Scheduling and Workload System (SAWS), Financial Record System (FRS), Student Record System (SRS), CMS. Knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA) and VIU policies and procedures.
 
Please Submit: CV/Resume
Cover Letter
Copies of transcripts/credentials/qualifications
Name and contact information for three people willing to provide a reference


Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
 
Posting Period: July 08, 2013 - July 14, 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.