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Vancouver Island University

Administrative Assistant to the Associate Dean

Posted 13 days ago

Job Details



dollar sign31.480 per hour

Job Description

Join Vancouver Isladn University in the role Administrative Assistant to the Associate Dean, an exciting role within the Faculty of Management.

This position will provide support to the Associate Dean, Graduate Programs in the Faculty of Management (FoM), including scheduling and calendar management, document preparation, and communications. The incumbent will assist the Associate Dean with the management of processes related to students, including directed studies, late withdrawals, student complaints, requests for policy exceptions, and academic misconduct. Coordinate and provide support for meetings; document handling; coordination of the academic integrity process; and communications with students, faculty, and other relevant parties.

Additional tasks involve, but are not limited to:

  • Providing support for accreditation requirements including taking minutes; data collection, collation, dissemination, initial data analysis; and handling of communication with relevant internal and external parties.
  • Assisting in the development and implementation of external and internal communication initiatives including coordination and where necessary, making changes to VIU institutional web site(s) as related to the FoM, and coordination of internal and external communication initiatives.
  • Providing support for program-related activities, including supporting and coordinating events, academic program development, articulation agreements, development of cost-recovery activities, support meetings and committee processes, including taking minutes and preparing agendas with meeting chairs.
  • Provide back-up support related to HR processes in the FoM, including HR appointments, hiring committee support, and stipends, as needed.
  • Communicating general updates in the administrative area, faculty or department websites or communication platforms (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.
  • Front-line contact - greeting a high volume of visitors/students and providing information on a variety of topics and programs.

This position requires the incumbent to maintain a high degree of confidentiality in many aspects of work, particularly in areas of work where information about students is at risk, such as academic integrity and complaints; and in confidential work or discussions arising from work with the Dean's Office. Other duties may be assigned, as required.

Required Qualifications:

One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Three years' experience working in a general office setting, one year experience working in a post-secondary environment. An equivalent combination of education and experience may be considered.

Advanced word processing skills. Should include computer literacy in word processing, desktop publishing, spreadsheets, and database programs. Familiarity with office procedures. Excellent interpersonal and communication skills. Training/experience in a multicultural environment that provides service to a diverse student population, particularly with international students.

Ability to problem solve and react effectively and calmly when responding to students in distress. Experience working Demonstrated ability to work independently and in the context of a team. Demonstrated ability to exercise good judgement with tact, diplomacy, and problem-solving skills in a cross-cultural environment.

Information for Applicants:

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Vancouver Island University is a comprehensive teaching university with 13,000 students across three campuses. VIU proudly fosters student success, strong community connections and meaningful collaborations by providing access to a wide range of programs, from academic undergraduate and master’s to industry-responsive trades and vocational training.

VIU is pleased to offer employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan that takes the worry out of retirement. As part of the VIU campus community, you will 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. 

The VIU community acknowledges and thanks the Snuneymuxw, Quw’utsun, Tla’amin, Snaw-naw-as and Qualicum First Nation on whose traditional lands we teach, learn, research, live and share knowledge.

Join VIU and contribute to a thriving, inclusive community while advancing your career. Apply today and make a difference!

About Vancouver Island University

Work Where You Matter. We invite you to explore the possibilities of a career with Vancouver Island University. Known as a centre of excellence, Vancouver Island University (VIU) produces quality graduates who are in demand by employers across the country and around the world. VIU offers a supportive campus community focused on innovative teaching methods, undergraduate research opportunities and creating an exceptional learning experience for our students. VIU’s rich history and connection with its communities dates back to 1936 when Nanaimo’s first vocational training school opened its doors. Today, VIU offers an extensive range of programming, from industry-responsive trades and applied training to academic undergraduate and graduate degrees. VIU has evolved into a university that supports a student population of over 14,000 learners, including 2,100 international students, over 1,500 Indigenous students, and employs over 2,000 faculty and staff. Located in Nanaimo on British Columbia’s spectacular West Coast, VIU offers the opportunity to live and learn in one of the most beautiful university settings in Canada. VIU is one of BC's top Employers! VIU was named one of British Columbia's top 100 employers in 2023 for the fourth consecutive year by the Top Employers program. We are a proud recipient of this honour and all that it represents about the VIU employment experience.



Company Size

1001-5000 employees

Application closing date is 2024-07-24

Current Openings

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