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Employment Opportunity

Secretary, Research Chairs

Competition Number: 13-3120
Appointment Type: Temporary Part-time
Start/End: As soon as possible up to March 31, 2014
  Leave Replacement: Appointment end date may be extended or end early dependent on return of incumbent.
Workload: 21 hours per week
Schedule to be determined with successful applicant
Employment Group: Cupe 5
Position: 00698
Location: Nanaimo Campus
Duties: Provide secretarial and administrative support to VIU's Canada Research Chairs, BC Regional Innovation Chairs and related entities.

Produce and assist with the preparation of various reports, letters, memos, presentations, publications, and other correspondence. Arrange meetings as requested by the research chairs and/or the Director. Arrange travel, accommodation and registration pertaining to conference/workshop attendance (on and off campus). Support various committees and prepare meeting documentation as required.

Coordinate all aspects of the Research Chair recruitment/renewal process which involves scheduling meetings with the recruiting committee, coordinating advertising and marketing of the position, assisting in the preparation of the job posting, arranging interviews with short-listed candidates, preparing agendas and taking minutes, as well as assisting with the final submission of the nomination to the appropriate external funding agency.

Monitor operating expenditures of research projects and develop budgets as required for tracking purposes. Assist in the preparation of research grant proposals and financial reporting to external agencies. Process and prepare purchase orders (PO's), expense claims, and cheque requisitions. Invoice external agencies as per related contracts and services agreements, and reconcile purchasing cards on a monthly basis. Prepare pay appointments for research personnel, draft letters of offer pertaining to Visiting Scholars, ICR Fellowship award holders, and research personnel associated with each Research Chair. Ensure appropriate support/resources for these personnel are in place.

Develop and maintain web pages pertaining to each Chair and their related research projects. Order supplies and create and maintain paper and electronic filing systems for each Research Chair and related entity.
Required Qualifications: One-year Certificate in Applied Business Technology, or equivalent, from an appropriately accredited institution. Three to five years recent related experience, including experience in a post-secondary environment. Equivalent combination of education and experience may be considered.

Senior level MS Office and web-page maintenance skills. 50 wpm typing speed. Excellent written and verbal communication skills. Demonstrated interpersonal and communication skills. Ability to deal with a wide variety of people with tact, diplomacy, and patience.

Ability to work independently and efficiently to meet the numerous demands and deadlines. Demonstrated project management experience, including time management, organizational, and event coordination skills. Demonstrated skill managing and interpreting budgets. An understanding of the role of research and scholarly activity.
Preferred Qualifications: Knowledge of VIU policies, procedures, systems and processes (e.g., Financial Records System, HR appointment system, purchase requisitions, purchase card reconciliations). Familiarity with Tri-Agency guidelines.
Please Submit: CV/Resume
Cover Letter

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
Posting Period: October 18, 2013 - October 27, 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.