Administrative Assistant to The University Librarian

4 weeks ago

Nanaimo, Canada Vancouver Island University Full time

**Administrative Assistant to the University Librarian**:

- Employment Group
- CUPE
- Position Number
- 00859
- Division
- Provost and Vice-President Academic
- Department
- Library Administration
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- temporary part-time
- Workload
- 28 hours per week. Additional hours, if approved, to be submitted on timesheets
- Pay Level
- CUPE 9: $29.86 per hour
- Appointment Start Date
- 04-Jul-2023
- Appointment End Date
- 29-Dec-2023
- Leave Replacement
- Appointment may end early or be extended.
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 08-Jun-2023
- Closing Date
- 21-Jun-2023
- Job Reference
- 2130

The Administrative Assistant reports to the University Librarian (UL) and with general direction, works independently to perform a variety of confidential administrative functions in support of the ULs office. The Administrative Assistant works closely with, and acts as a support and communication liaison for, the UL, the Associate University Librarian, the entire Faculty of librarians, the service desk staff, other areas of the University, students, community partners and the general public, as well as other post-secondary institutions, and internal and external contacts and committees in Nanaimo, Cowichan, Powell River and beyond.

This position requires excellent attention to detail, and strong interpersonal and communication skills in matters involving employees, students, and the general public. A demonstrated ability to exercise discretion, good judgement, problem-solving skills, tact and diplomacy are essential in our diverse community, as is the ability to conduct business in a professional demeanor. The use of initiative and judgment to resolve routine and emergency issues and to monitor the flow of information through a complex and changing environment is crucial.

**Duties Include**:

- Committee Support:_ Schedule meetings; prepare agenda and meeting material; produce minutes of the meetings; update websites; complete follow-up work assigned by committees.
- Financial Functions: _Assist with the development of the yearly human resources report, and with budget preparation, monitoring and analysis; implement cost centre changes relating to faculty appointments; process purchase order requisitions, cheque requisitions, purchase card reconciliations and expense claims.
- Human Resources:_ Prepare and process employee appointments and appointment letters, contracts and payroll documents; create job postings, interviews and selection process for faculty and staff positions; sick leave reporting; attendance reporting; timesheets reporting.

**Required Qualifications**:
Office Administration Certificate (or equivalent) from an appropriately accredited institution and a two-year Library and Information Technology Diploma from an appropriately accredited institution. Minimum five years recent, directly related Administrative Assistant experience. A combination of education and experience may be considered.
- Experience liaising with diverse community organization boards and staff.
- Familiarity with project management theory, practice and tools.
- Proven aptitude for critical thinking and problem solving.
- Demonstrated history and commitment to ongoing professional development.
- Proven superior organization, interpersonal and communication skills (both written and verbal.)
- Demonstrated ability to work with initiative, both independently and as part of a team, with a considerate and collaborative approach to working with others.
- Demonstrated ability to work under pressure, with mínimal supervision.
- Proficiency in MS Office and website maintenance.
- Ability to take and transcribe minutes with speed, accuracy, and discretion.
- General mathematical and accounting skills; demonstrated ability in tracking and coordinating budgets.

**Preferred Qualifications**:

- VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities._

**Note**:

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