Vancouver Island University Admin Assistant, Intercultural & Group Programs Temporary in Nanaimo, BC

Vancouver Island University

Branch Nanaimo BC CA

Admin Assistant, Intercultural & Group Programs
Nanaimo, BC

Must possess a valid Class 4 BC Driver’s Licence and have a confirmed satisfactory driving record (as specified in Vancouver Island University policy and…

Reporting to the Manager of Contracts and Group Programs and the Intercultural Program Coordinator, and working in collaboration with the Activity Program Assistant, this position provides administrative support for group programs, orientations, student events, intercultural programs and student activities, and works directly with international students.

Update the Schedule of Group Programs information sheet; Reconcile credit card purchases; Update activity calendars and help maintain departmental databases; Enter data into program budgets (Excel) and into the partnership database (Access and Salesforce); Complete and distribute team meeting minutes; Help prepare reports and proposals (Word); Update departmental presentations (PowerPoint) and website content (Drupal); Set up presentation equipment in meeting rooms; Arrange for courtesy gifts for visiting representatives from partner institutions; Book various forms of transportation including charters, ferries and vehicle rentals; Book various planned activities and facilities, including community locations and a wide range of indoor and outdoor recreational facilities; Purchase office and program supplies; Provide marketing support via social media and/or presenting to students to promote upcoming activities; When required, provide back-up for the Activity Program Assistant by actively participating in and leading various student activities, as well as supervising students and Student Activity Leaders; Manage activity payments, sign contracts and pay suppliers and contractor deposits and invoices; Driving groups and participants on student activities to and from planned events may be required (including completing pre-trip inspections of vehicles; only with a valid Class 4 Drivers License); Activity set-up; and organize and conduct campus and community tours for clients.
This job requires some heavy lifting and long periods of activity and/or sustained concentration.

Required Qualifications:
Bachelor’s degree in the field of Business, Tourism, Outdoor Recreation, Global Studies or a related field from an appropriately accredited institution. Minimum three years’ experience working in an office setting; Extensive experience with Microsoft Office (Excel, Word, Access); Minimum of one year experience in event planning and/or leading students in a variety of recreational and/or cultural activities. Experience with leading and participating in various indoor and outdoor recreational activities (ie. kayaking, swimming, rock climbing, hiking, skating, etc.)

Must possess a valid Class 4 BC Driver’s Licence and have a confirmed satisfactory driving record (as specified in Vancouver Island University policy and procedures).

Valid OFA Level 1 Certificate required (or obtain as per CUPE Letter of Agreement #3).

Preferred Qualifications:
Proficiency in a language other than English; Experience in risk management and first aid/safety protocols; Experience working with international students and/or clients in multicultural settings; Knowledge of local tourism opportunities, festivals, events, geographical areas, local transportation options, history of parks and natural science.

Please Submit:
Cover Letter
Copies of transcripts/credentials/qualifications identified on resume
Name and contact information for three people willing to provide a reference

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.

Posting Period:
October 27, 2016 – November 09, 2016

or proceed with Standard Application Form.

Employment Type: Temporary
Location: Nanaimo, BC, CA
Posted on: 2016-10-31
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