Dean’s Assistant

6 months ago

Vancouver, Canada Vancouver Community College Full time

**Pclass #**
- SS252**Who We Are**
- We acknowledge that Vancouver Community College (_VCC_) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial._

For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.
- At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.-
**Position Summary**
- This position is responsible for providing a wide range of administrative support to the strategic and operational activities of the Dean’s Office. The Dean’s Assistant acts as an office liaison facilitating collaboration and timely communication flow and follow-up with all College stakeholders.**Duties & Responsibilities**
- Provides administrative support to the Dean, including scheduling appointments; organizing meetings; preparing and distributing agendas; recording, transcribing and circulating minutes of meetings; preparing confidential documents, reports and presentations; drafting correspondence; and opening, sorting and distributing mail. Provides similar support for the Department, as requested.
- Acts as a liaison for the Dean’s office for both internal and external stakeholders. Screens visitors, answers and directs phone calls, responds to enquiries and manages questions and concerns. Liaises with faculty and others who report to the Dean, providing status updates on the progress of delegated work.
- Provides first-level support to employees for educational technology (e.g. Moodle, Learning Management Systems, etc.) redirecting questions, as appropriate.
- Plans, coordinates and implements all aspects of special projects, functions, events and workshops ensuring a timely and successful completion. Monitors contracts and expenditures and processes invoices as required.
- Identifies challenges and provides advice and suggestions to improve operational issues.
- Provides administrative support for internal and external committees and organizations in which the Dean assumes major responsibilities. May also support other program leaders including department heads and instructional associates.
- Coordinates travel and accommodation arrangements, registrations, conferences, external meetings, Ministry visits, tours and teleconferencing and manages all related tasks.
- Manages a wide variety of program specific information. Creates, maintains and updates applicable web content.
- Supports and assists with the activities and programs which may be specific to the Department.
- Maintains files, reports, reference databases and records related to the Dean’s office.
- Works with other Deans’ Assistants as required to coordinate the workflow and provides back up to other Deans’ Assistants or support staff as required.
- Researches, identifies and gathers information on a variety of topics in support of strategic and operational activities of the College and prepares research for meetings, reports, briefs, proposals and files as required.
- Assists with financial tracking and monitoring and may assist with budget preparation and reporting.
- Performs purchasing and receiving function for the Dean’s Office. Prepares requisitions for departmental purchases as required.
- Creates, implements and improves existing systems and procedures to increase efficiencies and coordination between collaborating parties.
- Ensures the smooth functioning of the Dean’s office in his or her absence, using initiative and good judgment to refer matters requiring immediate attention to the appropriate resource for resolution as required.
- Performs other related duties as required.

**Qualifications**

**Education and Experience**
- Completion of 2 years College program(s) such as business management, office administration, accounting, record keeping, or computer courses.
- Over 4 years’ related administrative support experience preferably within a unionized post-secondary academic support setting.
- An equivalent combination of training and/or experience may be substituted for the required qualifications.

**Skills and Abilities**
- Superior interpersonal skills and ability to work both independently and collaboratively as a member of a team.
- Ability to establish and maintain effective working relationships with faculty, staff and the public.
- Effective organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time.
- Ability to work

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