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Employment Opportunity

Administrative Assistant to the Campus Administrative Manager

Cowichan Campus Administration
 
Competition Number: 13-3117
 
Appointment Type: Temporary Full-time
 
 
Start/End: As soon as possible up to March 28, 2014 -
May end early or be extended
 
Workload: 35 hours per week
Monday to Friday, 8 am - 4 pm
 
Employment Group: Cupe 9
 
Position: 00163
Location: Cowichan Campus
 
  The VIU Cowichan Campus plays a special role in Duncan and the Cowichan Valley, providing a practical yet innovative array of educational programming and services created and sustained to meet the unique needs of the local community. Cowichan Campus training and educational programming facilitates learner transition to meaningful careers and further education, and includes Trades Training, Adult Basic Education, Literacy and Employability Skills, Health, University Programming, and Community Extension & Contract Services. New Cowichan Campus initiatives include a 5-year Bachelor of Education Degree (beginning September 2014), a Community-Based Research Institute, an Innovation Lab, and a Centre devoted to Vancouver Island Agriculture and Food Security. Each and every Cowichan Campus employee is a valued team-player ready and able to represent VIU educational and other activities in an informed, accessible, and welcoming manner.
 
Duties: Reporting to the Campus Administrative Manager, be accountable for and provide confidential administrative support to the Campus Academic Administrator, Instructional Director and the Administration Office to meet the goals and objectives of the Campus. Act as a liaison between the Campus Administration office and the 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: Contribute to the smooth operation and enhancement of the Campus Administration office; maintain records with due regard for confidentiality; draft correspondence and reports; make travel arrangements; manage appointment calendars; coordinate the logistical aspects of meetings and special events; receive and screen telephone calls, e-mails and visitors to the office; troubleshoot office equipment; contribute to the ongoing assessment and improvement of office procedures; archive and manage retention of files; perform other duties as assigned; and when dealing with enquiries and in other interactions, present a positive and professional image of the Campus Administration office to all visitors, staff and students.

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


Financial Functions: Under the direction of the Campus Administrative Manager, assist with the development of the annual human resources report, implement cost centre changes relating to faculty appointments, and other related duties.

Human Resources: Under the direction of the Campus Administrative Manager, process employee appointment letters, contracts and payroll documents; assist with job postings, interviews and selection process for faculty and staff positions.
 
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). Ability to take and transcribe minutes with speed, accuracy and discretion.

General mathematical and accounting skills, demonstrated ability in tracking budgets.
 
Preferred Qualifications: Practical understanding of basic accounting practices and their application at VIU. Working knowledge of MS Access and MS Publisher. Working knowledge of VIU systems: StarGarden, FRS, SRS, CMS. Knowledge of FIPPA and VIU policies and procedures.
 
Please Submit: CV/Resume
Cover Letter
Copies of relevant transcripts/credentials/qualifications identified on resume
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: October 14, 2013 - October 21, 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.