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Employment Opportunity

Secretary, Campus Career Centre

Student Affairs
Competition Number: 13-3104
Appointment Type: Regular Part-time
Start: As soon as possible
Workload: 35 hours per week, 11 months per year. Annual seasonal layoff may take place at different times of the year.
Employment Group: Cupe 6
Position: 00112
Location: Nanaimo Campus
  As a division of Student Affairs, the Campus Career Centre focuses on success in academic programs through experiential learning and provides assistance to all students with career development. The Campus Career Centre is a team of 13 enthusiastic educators whose expertise is related to experiential education, career development, employment and preparing students to be successful in identifying and starting careers after graduation.
Duties: Campus Career Centre Clerical Support:
Provide clerical support to faculty of the Campus Career Centre; act as receptionist and schedule appointments and meetings. Develop and maintain departmental systems and procedures for processes. Assist with coordinating staff meetings, including taking minutes. Provide back-up coverage for the Secretary in the MBA Internship program.

Experiential Learning Support:
CareerVIU online portal: Act as the site administrator; register faculty/staff and employer contact information; admit Coop or Internship students into the coop/internship module; enter Coop and/or internship student's work term records; provide training to coordinators, faculty/staff, students and employers; create training documents for distribution and update as required; track Coop and Internship students via CareerVIU and SRS (Student Record System).

Liaise with Records regarding opening sections. Administer on-campus student employment, including job postings, HR appointments and be available as the contact person for students and faculty/staff. Coordinate application to Federal Government regarding Canada Summer Jobs. Track on-campus student employment, ensuring students are working and being paid according to policies.

Administer work op program including coordinating applications and assisting Manager with application approval. Liaise with approved supervisors to support hiring process and track work op hours, assist in HR related paperwork, track the work-op budget and generate statistics and report to Manager.

Assistance to the Manager:
Provide confidential administrative support to the Manager of the CCC and internship coordinators. Prepare correspondence responding to public inquiries in the form of business letters or email. Monitor departmental budget expenditures. Prepare purchase order and cheque requisitions. Generate statistics and assist with the preparation of reports.
Required Qualifications: One-year certificate in Applied Business Technology, or equivalent, from an appropriately accredited institution. 3 - 5 years related working experience. An equivalent combination of education and experience may be considered.

Ability to provide accurate customer service to students, colleagues, internal VIU users of the department, and members of the community wishing to hire VIU students and alumni. Strong written and verbal communication skills. Understanding of relational database concepts and permissions-based user access. Demonstrated MS Office skills. Ability to switch between detailed tasks quickly.
Preferred Qualifications: Experience working in an educational setting. Experience with Orbis Career Portal (web-based career services management system).
Please Submit: CV/Resume
Cover Letter
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: September 16, 2013 - September 25, 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.