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Administrative Assistant, Foundation Program
4 months ago
**Job Title**
- Administrative Assistant, Foundation Program**Temporary Full-Time Leave Replacement Position**
**(**
**ASAP**
**until Further Notice)**
**8:30am to 4:30pm / Monday to Friday**
**(Telecommuting Options Available)**
**Pay Grade F ($26.63 to $28.51 per hour)**
Emily Carr University of Art + Design is a school of students, teachers, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.- As the Administrative Assistant, Foundation Program, you will support student life initiatives and perform a variety of administrative and clerical duties to support the area. The Assistant is instrumental in the successful planning, running and coordination of Foundation orientation, the annual Foundation show and various other student life initiatives. This position includes occasional evening and weekend overtime work.**Some Typical Duties**:
- Provides administrative and clerical support to the Foundation Program Advisor.
- Liaises with students to resolve questions, disseminate information and coordinate activities on general issues related to their Foundation experience. Provides general advice and support to students to aid in their adjustment to the University, refers students to the Foundation Program Advisor as needed.
- Provides information to students, staff, faculty, and public on policies and procedures relating to Foundation curriculum, administrative structure and resources.
- Under the direction of the Foundation Program Advisor, maintains accurate records on the Faculty classroom budget. Ensures the legitimacy of receipts and records and processes payment vouchers.
- Assists in the planning, organization and running of Foundation events, including social events, orientation events, workshops, recruitment initiatives and other special programming.
- In collaboration with the Foundation Program Advisor, and the Administrative Assistants to the Dean, assists in the development of a strategy to promote the University through studio tours for students.
- In collaboration with the Foundation Program Advisor, supports the development of a safe layout for the Foundation orientation event, reviewing potential hazards, considering crowd control and the needs of participating departments.
- Assists in the creation of student welcome kits. Tracks and manages the distribution of special project inserts.
- In collaboration with the Foundation Program Advisor, co-curates the annual Foundation Exhibition.
- Creates the Foundation Show website, including receiving and photographing all submitted artworks.
- Assists with the Foundation Show reception, including booking media and managing refreshments.
- Organizes the annual student poster competition. Readies files for printing in the Digital Output Centre, scanning images, batch processing, and editing in Photoshop.
- Manages monthly Open Mic events including running the mixing board, setting up the stage, creating promotional material and documenting the event for social media. Mentor student volunteers.
- Responsible for Foundation-related social media content on Instagram, Facebook, Discord, Squarespace, and the departmental blog.
- Provides the Foundation Program Advisor with classroom schedules and room schedules used by students and faculty for booking and access purposes.
- Books requests for Foundation rooms from students and Faculty and provides Foundation Technicians and the Program Advisor with classroom schedules used for planning workshops and advising.
- Responsible for creating and maintaining the student reference book.
- In collaboration with the Foundation Program Advisor, creates presentation material for Foundation orientation and show information sessions, as well as Illuminate, the annual Student Services recruitment event.
- Participates in the Student Community Committee.
- Performs other related duties as required.
**Required Qualifications**
- Minimum 2-year certificate or diploma from a recognized post-secondary university OR Grade 12 graduation plus additional specialized training of over 2 years and up to 3 years in events coordination.
- Minimum two years’ experience, preferably in a post-secondary setting.
- Or an equivalent combination of education and experience.
- Experience with Microsoft Office, Adobe Creative Suite and Colleague or a similar student database system.
- Experience with photography and documenting artworks.
- Experience related
