Administrative Assistant (Extended)

Vancouver Island University; Nanaimo; Presencial; CAD 55.000 - 75.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Comprehensive benefits

Paid holidays

Professional development

Pension plan

Flexible work opportunities

Descripción de la vacante

Vancouver Island University in Nanaimo is seeking an Administrative Assistant to provide front-line service to students, faculty and the public in person, by phone, and by email. You will work closely with Registration, Records and Financial Aid, and support Welcome Centre, Advising, Accessibility Services and related programs.

The role also supports Academic and Career Preparation programs, processes transcripts and prerequisites, prepares schedules and documents, orders textbooks, and

Formación

• One-year certificate in Office Administration or equivalent. Minimum three years higher education admin experience.
• Demonstrated relational database understanding.
• Ability to use spreadsheet features.
• Intercultural experience and communication skills.
• Ability to work in a busy, changing environment with attention to detail.
• English language learners context requires intercultural competency.
• Experience with Access databases and SAWS.
• Excellent knowledge of Excel.

Responsabilidades

• Provide front-line customer service for students, faculty and the public in person, by phone and email.
• Coordinate with Registration, Records, Financial Aid and related services.
• Support Academic and Career Preparation programs and advise staff on processes.
• Review transcripts and prerequisites and escalate actions as needed.
• Design and prepare schedules, calendars, and written materials.
• Order textbooks, supplies and manage budgets and mail.
• Maintain and update department websites and notices.

Conocimientos

Relational database understanding

Excel

Intercultural experience

Communication skills

Patience

Ability to multitask in busy env

Intercultural competency

Access databases

SAWS

Educación

One-year certificate in Office Administration

Three years of higher education administration experience

Two-year diploma (preferred)

Herramientas

Access databases

SAWS

Descripción del empleo

Duties:

Provide front-line customer service for students, faculty and the general public in person, by phone and by email. Work closely with Registration, Records, and Financial Aid, and provide information and respond to inquiries from the Welcome Centre, Advising, Accessibility Services and The Gathering Place. Maintain privacy and confidentiality.

Provide administrative support to Academic and Career Preparation programs including: Adult Basic Education, Literacy, Workplace Essential Skills and Training, Indigenous University Bridging, English Language Learners, and Volunteer Tutor Program. Provide assistance, training, and guidance to faculty and staff on assessment processes and departmental procedures.

Review transcripts, course enrolment requirements/prerequisites, or assessment results and initiate a course of action for students (e.g., register, refer to an advisor or department Chairs). Monitor class waitlists.

Meet cyclical demands of course offerings, design and prepare brochures, information sheets, schedules, calendars, timetables and packages; design and create spreadsheets, charts, reports, forms, pamphlets, or other written material.

Order and manage textbooks and textbook loans. Order supplies, schedule meetings, take minutes, distribute mail, maintain and troubleshoot office equipment.

Complete general updates on the administrative area, faculty or department website (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.

Required Qualifications:

One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Minimum of three years of experience in higher education administration. An equivalent combination of education and experience may be considered.

• Demonstrated relational database understanding;
• ability to use spreadsheet software features;
• demonstrated intercultural experience;
• patience and excellent communication skills;
• ability to work in a busy, changing environment that requires the ability to shift detailed focus quickly.
• Students are English language learners and often new to Canada; therefore, this position requires a high level of intercultural competency.
• Experience with Access databases and SAWS.
• Excellent knowledge of Excel.

Preferred Qualifications:

• Two-year diploma in a related field from an appropriately accredited institution.
• Experience in educational programming context, e.g., familiarity with faculty support, student support, and timetabling.
• Training in intercultural communication and / or intercultural conflict resolution.
• Proficiency in a language other than English.
• Valid class 5 BC Driver's License and have a confirmed satisfactory driving record.

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.