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Employment Opportunity

Administrative Assistant

Office of the Provost
Competition Number: 14-1002
Appointment Type: Temporary Full-time
Start/End: As soon as possible up to December 12, 2014
  Leave Replacement: Appointment end date may be extended or end early dependent on return of incumbent.
Workload: 35 hours per week
Employment Group: Admin 4
Position: 00529
Location: Nanaimo Campus
Duties: Reporting to the Operations Manager, Office of the Provost and Vice-President Academic, handle a variety of duties contributing to the effective and efficient management of the office. Provide confidential administrative support for the Office of the Provost and Vice-President Academic.

Provide support for various committees that contribute to the operations of the institution. Assist with research, data gathering, and compilation of information. Schedule/notify of meetings, prepare agenda, prepare meeting material, record and produce minutes of the meeting, update committee websites, and follow-up work of the committee.

Produce and assist with the preparation of reports, letters, memos, and other correspondence. Monitor and prepare the acceptance letters for incoming applications for Honorary Research Associates and Adjunct Faculty. Maintain the office and various committee websites.

In consultation with the Operations Manager, manage the Provost's and the Associate Vice-President's calendars. Make travel arrangements and coordinate meetings. Prepare meeting and committee materials. Ensure that supporting documentation and other relevant material is in place for each respective meeting.

Act as receptionist for the office and provide general office support. Assist with basic Finance functions such as the preparation of purchase order requisitions, cheque requisitions, purchase card reconciliations, and expense claims.

Assist with coordination and project management of special events. Coordinate all details for visitors arriving on-campus to meet with the Provost and Vice-President Academic and the Associate Vice-President Academic Planning and Aboriginal Initiatives.
Required Qualifications: Two-year post-secondary diploma in Business Administration from an appropriately accredited institution, or equivalent (e.g., Applied Business Technology program and additional university courses). More than five years recent, directly related Administrative Assistant experience. An acceptable combination of education and progressively responsible experience may be considered. Demonstrated ongoing professional development.

Proven written and verbal communication skills. Demonstrated strong interpersonal skills. Demonstrated ability to work with initiative and a high degree of independence.

Ability to work independently and as part of a team. 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.

Demonstrated ability for critical thinking and analysis. Demonstrated skills in developing and maintaining systems and procedures and in effectively managing multiple, complex and detailed tasks. Demonstrated proficiency in MS Office (Word, Excel, Outlook, and PowerPoint). Ability to take and transcribe accurate minutes. General mathematical and accounting skills.
Preferred Qualifications: University degree. Experience in a post-secondary environment. Working knowledge of VIU's SRS, FRS, CMS, SAWS and StarGarden systems.
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: January 24, 2014 - January 30, 2014
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.