Administrative Assistant, Diversity, Equity and Human Rights Office

Vancouver Island University; Nanaimo; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Benefit plan

Paid holiday

Professional development

Pension plan

Well-being programs

Discounts

Flexible work opportunities

Job summary

Vancouver Island University (VIU) invites applications for an Administrative Assistant in the Diversity, Equity and Human Rights Office. This role supports the Director and Case Manager, handles confidential documents, coordinates communications, meetings, and events, and contributes to equity initiatives campus-wide.

The successful candidate will be highly organized, customer-service oriented, and capable of handling sensitive information with discretion, while collaborating with campus

Qualifications

• Office Administration Certificate or equivalent education and a minimum of three years of related experience.
• Demonstrated ability to work collaboratively and take initiative within a fast-paced environment.
• Strong customer service orientation with tact, diplomacy, and discretion.
• Proven ability to maintain confidentiality with sensitive case files and data.

Responsibilities

• Provide confidential administrative support to the Director and Case Manager.
• Manage communications, correspondence, and records for the DEHR Office.
• Coordinate meetings, agendas, minutes, and committee materials.
• Assist with drafting policies, procedures, and reporting documents.
• Maintain data and databases; support budgeting, purchasing, and expense claims.
• Support campus partnerships, training sessions, and events organized by the Office.

Skills

Organizational skills

Customer service

Attention to detail

Communication skills

Discretion/confidentiality

Minutes taking

Microsoft Office

Education

Office Administration Certificate

Post-secondary equivalent education

Tools

Microsoft Office Suite

Job description

Vancouver Island University (VIU) is committed to fostering an equitable and inclusive environment for all members of the University community, including students, faculty and administrators. The Diversity, Equity and Human Rights Office (DEHR) contributes to this commitment by collaborating with campus partners to advance goals on campus that promote diverse and accessible learning and working environments. The DEHR provides support and intervention to all members of the University community who believe they have experienced any form of discrimination or discriminatory harassment, as well as sexualized violence and misconduct.

The Administrative Assistant, Diversity, Equity and Human Rights Office, reports directly to the Director and will play a pivotal role in maintaining a welcoming, organized and supportive space for members of the University community. Working closely with the Director and Case Manager, the Assistant will be responsible for providing confidential administrative support to the Office, as well to relevant committees, ensuring smooth-running of operations and resource development. This individual will be confident working independently and communicating with campus partners, promoting positive relationships, and will be committed to contributing to the advancement of equity, diversity and inclusion.

Duties:

1. Support for the Director and Case Manager:

• The Administrative Assistant is expected to work independently with discretion providing confidential administrative support.
• Respond to a wide array of questions, concerns, and requests from the University community, acting as a point of contact for the Office.
• Prepares and manages correspondence and records, which will include confidential files.

2. Office Management - supports day-to-day operations of the DEHR Office:

• Respond to phone, email and in-person enquiries, determining urgency of the matter, communicating with tact and sensitivity and referring to appropriate pathways. Enquiries may come from a range of stakeholders that include students, parents, faculty, management, executive, support teams, as well as members of the public.
• Proactively anticipate the needs of the Office and find improvements to office administrative functions.
• Help foster a welcoming, respectful and trauma-informed office environment.
• Assist with drafting and formatting policies, procedures, agreements and reports.
• Gathers, enters, and/or updates data to maintain departmental records, databases, as well as contributes to data collection for reporting purposes.

3. Campus Partnerships - responsible for:

• Coordinate communications with faculty, staff, students, unions, community organizations and external agencies.
• Collaborate with campus partners to coordinate training sessions, educational events and workshops.

4. Committee Support - responsible for:

• Provide administrative support to relevant committees.
• Prepare agendas, correspondence and meeting materials, as well as recording meeting minutes.
• Offer logistical support and coordination for event management.
• Track pending tasks and follow-up with committee members when appropriate.

5. Resource Development - supports communications and outreach:

• Maintain office webpages and communication materials.
• Collaborate with the Director and Case Manager to develop and create resources aimed to raise awareness of the goals and responsibilities of the Office.

6. Financial:

• Supports departmental finance functions such as the preparation of purchase orders and expense claims, including identifying a tracking system in line with the Office budget.

Required Qualifications:

Office Administration Certificate, or post-secondary equivalent education from an accredited institution. Minimum three years of related experience. An equivalent combination of education and experience may be considered.

• Highly collaborative with strong organizational skills, attention to detail and ability to take initiative.
• Strong commitment to excellent customer service exhibiting tact, diplomacy, judgment and discretion.
• Demonstrated ability to work effectively with people with marginalized identities and experiences.
• Dedicated to supporting the advancement of equity and diversity efforts to promote accessible, inclusive learning and working environments.
• Must thrive in fast-paced, ever-changing environment.
• Demonstrated skills in developing and maintaining systems and procedures and in effectively managing multiple, complex, and detailed tasks.
• Sound analytical thinking, planning, prioritizing, and execution skills.
• Demonstrated ability to maintain the highest levels of confidentiality as this role will work with sensitive and confidential case files.
• Ability to competently prioritize workload requests, and complete tasks independently while maintaining positive, proactive, and effective communication with campus partners.
• Ability to take and transcribe accurate minutes.
• Strong written and oral communication skills.
• Superior skills in the application of Microsoft Office programs.

Preferred Qualifications:

• Prior experience working in a post-secondary institution is an asset.
• Understands human rights, equity, accessibility and sexualized violence response frameworks.
• Trauma-informed practice training.
• Experience supporting formal investigations, complaint administration or regulatory processes.

Benefits:

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:

• 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.

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