Vancouver Island University Administrative Assistant, Credit Programs Temporary in Nanaimo, BC

Vancouver Island University

Branch Nanaimo BC CA

Administrative Assistant, Credit Programs
Nanaimo, BC

Time management skills and the ability to effectively manage and prioritize multiple complex and detailed tasks with minimal supervision….

Reporting to the Instructional Director, assist with the delivery of all aspects of programs, courses and events.

Provide secretarial support in a variety of offerings to instructors, Chairs, administrators and stakeholders. Contribute to the smooth operation and enhancement of campus programming. Maintain records with due regard for confidentiality; draft correspondence and reports; make travel arrangements; coordinate the logistical aspects of meetings and special events including campus-based program graduations, celebrations and recruitment events; receive and screen telephone calls, e-mails and visitors to the office; troubleshoot office equipment; contribute to the ongoing assessment and improvement of office procedures; archive and manage retention of files. Present a positive and professional image of the office to all visitors, staff and students. Schedule meetings; prepare agenda and meeting material; produce minutes of the meeting; and complete any follow-up work assigned by committees. Facilitate changes to web-based program information. Provide coverage and support at the Cowichan Campus Welcome Centre and in other areas as required.

Program related tasks include: assist with planning, program marketing and promotion, recruitment, implementation of programs or courses; review purchases and expenditures; ensure delivery location and equipment needs are met; review documents to ensure program and/or contractual obligations are met regarding course implementation and record keeping.

Required Qualifications:
One-year certificate in Applied Business Technology, or equivalent, from an appropriately accredited institution. Minimum three years recent, directly related Administrative Assistant experience. An acceptable combination of education and progressively responsible experience may be considered.

Proven superior organizational, interpersonal and communication skills (both written and verbal). Demonstrated ability to work with initiative, both independently and as part of a team. Considerate and collaborative approach to working with others. Strong conflict resolution skills. Ability to work under the pressure of constant high demands and deadlines. Aptitude for critical thinking and problem solving. Demonstrated ability to use initiative and judgment to resolve routine and emergent issues. Time management skills and the ability to effectively manage and prioritize multiple complex and detailed tasks with minimal supervision. Excellent attention to detail. Demonstrated ability to exercise good judgment, tact, and respect for confidentiality.

Demonstrated understanding of the practices and principles of marketing and advertising. Demonstrated skills in developing and maintaining systems and procedures. Senior level proficiency in MS Office. 50 wpm typing speed. Ability to take and transcribe minutes with speed, accuracy and discretion.

Preferred Qualifications:
Working knowledge of VIU systems: FRS, SRS. Knowledge of FIPPA and VIU policies and procedures. Practical understanding of basic accounting practices and their application at VIU. Experience in a post-secondary institution.

Please Submit:
Cover Letter
Name and contact information for three people in a supervisory role willing to provide a reference

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

Posting Period:
September 24, 2015 – September 30, 2015

or proceed with Standard Application Form.

Employment Type: Temporary
Location: Nanaimo, BC, CA
Posted on: 2015-09-24
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