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Employment Opportunity

Program Assistant, Health and Human Services

Early Childhood Education
Faculty of Health & Human Services
Competition Number: 18-3019
Appointment Type: Regular Part-time
Start: March 05, 2018 - or as soon as possible.
Workload: 0.5 FTE (17.5 hrs/wk)
Employment Group: Cupe 6
Position: 00023
Location: Nanaimo Campus
Duties: The Program Assistant is an integral part of the Faculty of Health and Human Services team and provides direct administrative support to programs in the Faculty. As the primary resource and contact, this position provides key support to rotating Program Chairs to ensure that program timetabling, workload, and faculty appointment standards are maintained. The Program Assistant operates as the main frontline contact for students, faculty, and the public, respond to general and specific enquiries and requests. This position provides administrative support to the program and faculty including human resources, financial administration, file and database management, and communication activities.

Liaison with both outside agencies and other departments at VIU as required; support formal and informal evaluation processes for the program such as accreditation; responding to enquiries from faculty members, students and the general public. Draft, edit and type internal and external communications including templates, handouts, and forms; create and maintain relevant files. Manage and maintain databases; generate reports; schedule and organize meetings; record meeting minutes; format proposals, manuals, handbooks and other program-related material. Update webpage(s). Support the recruitment and evaluation process, including creating job postings, organizing interviews, setting up appointments, and scheduling evaluations as appropriate. Review, verify and enter timetable into SAWS; maintain reserves for all departments. Work within specific program budgets; maintain and order supplies, purchase orders, costs for printing.
Required Qualifications: One-year Certificate in Applied Business Technology, Office Administration, or equivalent, from an appropriately accredited institution. Minimum three years recent directly related senior experience in post-secondary institution. An equivalent combination of education and experience may be considered.

Proficiency in MS Office, Adobe Acrobat Pro, and web-editing software (Contribute, Drupal). Advanced organizational, interpersonal, and written and verbal communication skills. Ability to work as part of a team and independently with a high degree of responsibility, accountability and confidentiality to support the program and the faculty. Proven ability to meet deadlines, establish priorities and maintain flexibility with competing demands. Demonstrated strong service orientation and cultural sensitivity.

The work requires an individual with experience working in a confidential environment with a diverse population. Further, the incumbent must have proven experience as a team-player who can work proactively, and with a bare minimum of supervision.
Preferred Qualifications: Five years' experience at the post-secondary level. Familiarity with Vancouver Island University systems (e.g., Student Records System, SAWS, Appointment system, Purchasing). Experience and knowledge of the Freedom of Information and Privacy Protection Act (FIPPA). Familiar with HSPnet, Island Health, community programs, and Orbis database for practicum-related work is an asset.
Please Submit: CV/Resume
Cover Letter
Copies of 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: February 08, 2018 - February 21, 2018
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.