Department Assistant, Arts

Kwantlen Polytechnic University; Surrey; On-site; CAD 42,000 - 62,000; Full time

Job summary

Kwantlen Polytechnic University in Surrey, BC, seeks a Department Assistant, Arts to support the Faculty of Arts and its departments. This role requires meticulous record-keeping, confidentiality, and high attention to detail to assist senior leadership in decision-making.

The position involves heavy administrative duties, document preparation, and cooperation with various offices. Strong English communication, organizational skills, and adaptability to new technologies are essential.

Qualifications

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

Responsibilities

• Provide administrative support for Faculty of Arts and related departments.
• Maintain confidentiality and discretion in record keeping and recommendations.
• Support senior administrators (DBM, Chairs, Associate Deans, Dean) in decision processes.

Skills

English proficiency

Communication skills

Policy compliance

Business writing

Attention to detail

Interpersonal skills

Organization & time management

Initiative & independence

Team collaboration

Adaptability to technology

MS Word

MS Excel

MS Access

MS SharePoint

Outlook

Familiarity with Banner/FAST/Access

Familiarity with collective agreements

Education

Four-year baccalaureate degree

Tools

MS Word

MS Excel

MS Access

MS SharePoint

Outlook

Banner information system

FAST

Job description

We are currently seeking a Department Assistant, Arts 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 publically 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 & 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.
• Experience with financial budgets. Experience in data analysis is an asset.

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.