Department Assistant, Arts

Kwantlen Polytechnic University; Richmond; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading educational institution in Metro Vancouver is seeking a Department Assistant for their Faculty of Arts team. The successful candidate will provide essential administrative support, ensuring confidentiality and accuracy while assisting in key decision-making processes. Applicants should possess a four-year degree and three years' relevant experience, along with excellent communication and organizational skills. Knowledge of MS Office and the ability to handle multiple demands are crucial for this role.

Qualifications

• Completion of a four-year baccalaureate degree from a publicly accredited institution.
• Three years recent related experience demonstrating increasing levels of responsibility.
• Typing speed of 50 wpm.

Responsibilities

• Provide administrative support for the Faculty of Arts.
• Maintain confidentiality and accuracy in record keeping.
• Assist the DBM, Chair(s), and Dean in decision-making.

Skills

Communication skills

Organizational skills

Attention to detail

Interpersonal skills

Time-management skills

Problem-solving skills

Computer proficiency (MS Office)

Education

Four-year baccalaureate degree

Tools

MS Word

MS Excel

MS Access

Outlook

Job description

We are currently seeking a Department Assistant to join our Faculty of Arts team.

Job Overview

Provides administrative support for functions related to the Faculty of Arts and its associated departments while maintaining confidentiality and discretion. A high degree of attention to detail and accuracy is required as the Department Assistant's record keeping and recommendations are relied upon when the DBM, Chair(s), Associate Deans, and Dean are making decisions.

Education and Experience

• Completion of four-year baccalaureate degree from a publicly accredited post-secondary institution. Experience working within highly complex administrative environments is an asset as is supervisory experience.
• Three years recent related experience that demonstrates increasing levels of responsibility.
• Typing speed of 50 wpm.

Knowledge, Skills and Abilities

• Excellent working knowledge of English, both oral and written. Proven excellence in communication skills, both oral and written, exhibiting a high level of tact, professionalism and diplomacy.
• Proven ability to comprehend, communicate and comply with established policies, practices and procedures.
• Proven ability to compose standard forms of business communication such as memoranda, business correspondence, minutes of meetings, etc.
• Superior accuracy and attention to detail, particularly in editing documents.
• Superior interpersonal skills, with the ability to patiently and effectively deal with a diverse range of people in a respectful and professional manner.
• Superior organizational and time-management skills in coordinating projects and meeting multiple overlapping deadlines.
• Proven ability to effectively prioritize work and manage time in an administrative environment with multiple demands and frequent interruptions.
• Proven ability to develop effective multi-person administrative procedures in a systematic, organized fashion.
• Proven ability to take direction and complete assigned tasks on time.
• Experience managing the multiple demands within a large and complex organization.
• Proven ability to successfully recognize, analyze and resolve problems.
• Proven excellence in quantitative reasoning.
• Proven ability to handle confidential matters and materials with tact and discretion.
• Proven ability to work independently under minimal supervision, exercising good judgment and initiative.
• Proven ability to work constructively and cooperatively with an administrative team.
• Proven ability to adapt quickly to new technologies and rapidly changing work environments.
• Proven ability with integrated computer technologies including MS Word, MS Excel, MS Access, MS SharePoint, Outlook software, electronic calendars, website maintenance and internet. Familiarity with Banner information system, FAST, and Access is an asset.
• Working knowledge of routine office systems and procedures, including standard filing systems, clerical control systems, record-keeping, etc.
• Familiarity with Collective Agreements.

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Please note

As per the KPU-BCGEU Collective Agreement, qualified internal applicants within the BCGEU bargaining unit are given first consideration in filling this position. Internal applicants must apply by 11:59pm on the internal closing date in order to be considered as an internal applicant. Internal applications received after the closing date will be considered as an external applicant.

Salary Information

Salary and wage increments are in accordance with the Collective Agreement.