Program Assistant, Admin Assistant to Associate Dean

Duties:

This position provides administrative support to the Dean's office in the Faculty of Trades and Applied Technology, including scheduling, calendar management, Pcard reconciliation, and processing forms related to student educational activities.

The incumbent will:

• Assist various program-related projects, including quality assurance processes and program reviews, and a variety of supportive processes to faculty and students, including travel and meeting arrangements, preparation of documents, ordering of supplies, and other supports as required.
• Provide frontline services to faculty members and communicates with students as required when providing program-related support.
• Assist the Associate Dean in monitoring and timetabling faculty workloads.
• Work collaboratively with the Administrative Assistant to the dean to submit term and casual/auxiliary employee appointments and coordinates job postings.
• Assist the TAT faculty by coordinating committee meetings such as Program Advisory Councils and provincial articulation committees as well as other working groups.
• Oversee other essential services, such as facilities work orders, catering, alternate TED for absence entries, hiring committee support, and backfilling other offices in TAT as needed.

A high degree of confidentiality is required in many aspects of this position.

The incumbent is required to possess strong verbal and written communication skills as well as organizational, teamwork, and interpersonal abilities

Required Qualifications:

Two-year related diploma from an accredited institution. Minimum five years' recent relevant experience. A combination of education and experience may be considered.

• Demonstrated strong service orientation and cultural sensitivity.
• High level of proficiency in MS Office (Word, Excel, Outlooks, Teams, PowerPoint), as well as videoconferencing software (Zoom, Teams), and the ability to learn technology as needed for the role.
• High level of proficiency with office procedures including keyboarding and electronic file management.
• Excellent interpersonal skills and communication skills, both written and verbal.
• Strong organizational skills, ability to maintain records effectively and efficiently.
• Ability to work independently with limited direction/supervision.
• Experience working in a confidential work environment and the ability to handle confidential and/or sensitive information.
• Ability to deal effectively with individuals who are under high levels of stress.
• Ability to accurately and efficiently multi-task and problem solve under pressure.

Preferred Qualifications:

• Knowledge of VIU policies, programs, and procedures
• Experience working in a post-secondary environment

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.