Emily Carr University of Art + Design Administrative Assistant E, Deans Office Temporary in Vancouver, BC
Emily Carr University of Art + Design
Branch Vancouver BC CA
Administrative Assistant E, Deans Office
Applications are invited for an Administrative Assistant to work as part of an administrative support team to provide reception, secretarial and administrative…
Competition #S025-2016 Temporary Full-Time Position (ASAP to 31 May 2017)
Monday to Friday / 8:30am to 4:30pm
Pay Grade E ($22.70 to $24.30 per hour) Applications are invited for an Administrative Assistant to work as part of an administrative support team to provide reception, secretarial and administrative support to the Deans. This role also provides administrative assistance to a variety of academic processes including student studio space allocation, third year, grad, scholarship and mid-semester reviews, faculty office allocation, etc. Provides secretarial assistance to various committees associated with the curriculum areas overseen by the Deans. Applicants will have:
- •Grade 12 plus one to two years of additional business courses.
- Two to three years related office experience, preferably in a post-secondary institution.
- Considerable knowledge of Emily Carr credit programs, curriculum, schedules and events.
- Considerable knowledge of office procedures and computer software, including Word, Excel, Power Point and familiarity with large database programs (Colleague).
- Well developed organizational and interpersonal skills.
- Accurate word processing skills of at least 60wpm.
- Ability to produce complete and accurate minutes from a variety of meeting situations.
- Ability to work independently, to multitask, to set priorities, to work under pressure, and to handle a continuous work flow with a minimum of supervision.
- Ability to establish and maintain good working relationships with faculty, students, staff and external contacts.
- Ability to communicate effectively, both orally and in writing.
- Ability to exercise sound judgement and observe confidentiality.
- Ability to problem-solve, exercise initiative and make appropriate decisions independently.
Some Typical Duties:
Provides administrative and secretarial support to the Deans. Composes and drafts a variety of correspondence for the Deans’ signature. Assists in the preparation of a variety of narrative and statistical reports.
At the request of the Dean(s), researches and gathers information and drafts reports, policies and procedures as requested. Assists Deans in the preparation of curriculum proposals by providing research, drafting proposals and passage through the approval process.
Maintains course logs; posts on the website, maintains and posts course outlines for the department, including any necessary follow-up with faculty such as collecting and/or distributing outlines/samples/templates. Sends course outlines to students when requested.
Posts and updates Faculty bio’s on website; posts curriculum information on website.
Assists the Deans in the coordination of third and fourth year student studio space allocation by identifying and notifying students of eligibility, coordinating with faculty to allocate space, and setting up required meetings.
In collaboration with Student Services, identifies third and fourth year students requiring grad panel reviews and schedules faculty on panels, notifying students, and booking meeting rooms.
In consultation with the Deans and Assistant Deans, and in collaboration with Student Services, identifies and books faculty for mid-semester reviews, admission interviews, admission portfolio assessments, and National Portfolio Day. Inputs in Colleague all Regular and Lecturer faculty additional duties to the University in the above stated assignments.
Serves as recording secretary to a variety of committees including curriculum areas and committees related to the Deans’ responsibilities. Assembles supporting materials, types and distributes agendas based on instructions from the meeting chair and previous minutes. Selects and assembles relevant background information from files and distributes as appropriate; notifies participants of meetings; takes and transcribes minutes of meetings; prepares a variety of correspondence for the Deans arising from the meetings, including submissions to other University approval bodies.
Performs Receptionist duties for the department by greeting, providing general information and booking appointments for the Deans. Responds to general telephone, in-person, email and written inquiries from students, faculty, staff and the public regarding the Office of the Deans activities; acts as a liaison between students and Deans; liaises with other departments to exchange information; coordinates mailings to faculty, staff and students.
Maintains a calendar of curriculum dates, meetings and events for distribution as needed. Maintains daily appointment schedules for the Deans. Arranges and processes travel and accommodation for the Deans for University-related travel.
Establishes and maintains computer, including Colleague, and print files; monitors academic affairs workflow – including studio allocations, office allocations, review panels, course outline system, calendar system, pre-requisite and course proposal changes, and special projects and events – and modifies as appropriate.
Please send a cover letter and resume (quoting competition #S025-2016) by Monday, 14 November 2016 to:
Human Resources, Emily Carr University
1399 Johnston Street, Vancouver BC V6H 3R9, Fax: (604) 844-3885 Email: [email protected]