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Administrative & Systems Associate

3 months ago

Nanaimo, Canada Vancouver Island University Full time

**Administrative & Systems Associate**:

- Employment Group
- CUPE
- Position Number
- 01022
- Division
- Student Affairs
- Department
- Centre for Experiential Learning
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- regular part-time
- FTE
- 0.8
- Workload
- Pay Level
- CUPE 7: $29.31 per hour
- Start:

- As soon as possible
- Posting Restrictions
- One day per week of work from home may be considered after the initial training period.
- Applicant Documents
- CV/Resume, Cover Letter, Qualifications, Referees/References
- Posted Date
- 04-Apr-2024
- Closing Date
- 17-Apr-2024
- Job Reference
- 2345

**Duties**:
This role provides extensive administrative support and coordination for programs and services under the CEL. This includes CEL & WIL online career portal and related off-campus external employment relations, student inquiries and event coordination as required. Providing confidential, professional, and resourceful support is critical to the success of this role, as well as being able to juggle a fast-paced, dynamic area with the ability to triage and manage competing priorities is a must. This position is responsible for maintaining and organizing the online career portal (Experience Hub) to support process management within the programs.

Additional responsibilities of this role include:

- Developing and maintaining departmental systems and budgets and designing procedures for processes for CEL and Student Engagement areas.
- Completing data analysis to identify the program's effectiveness.
- Supporting work term records and affiliated processes relating to work-integrated learning.
- Supporting the Director with operations and Centre for Experiential Learning program needs.
- Supporting events across the Centre for Experiential Learning & Student Engagement portfolio.

The Experience Hub online portal is a primary component of this role, acting as the site administrator for various services and programs: register faculty/staff and employer contact information; admit Co-op or Internship students into the coop/internship module; review co-op and/or internship students' work term records; provide training to faculty/staff, students and employers; create training documents for distribution and update as required; track Co-op and Internship students via Experience Hub and SRS (Student Record System); Liaise with Records for potential work-integrated learning courses to request enrollment and course creations. This position requires a strong understanding of relational database concepts and permissions-based user access. The Experience Hub online portal has different modules, all with different sequencing and timing. A great deal of system management, both on the back and user end and troubleshooting for the VIU community occurs.

Completes general updates on the administrative area, faculty or department website (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.

**Required Qualifications**:
University degree in a relevant field from an appropriately accredited institution and minimum three years recent, related experience. An equivalent combination of education and experience may be considered.
- Problem solving, critical thinking and significant written communication skills when collaborating with stakeholders across campus and initiating processes and procedures.
- Strong skills in Word, Excel, Outlook, Publisher, Access, Adobe Acrobat, Orbis Career Portal (web-based career services management system).
- Training in Cloud Database and Software Systems with complex workflow.
- Advanced Skills in technology platforms and communication tools (such as Orbis, FIS, MS Teams, Survey tools, ZOOM, Canva) for creation of documents, collecting information, and managing shared files and documents, virtual and hybrid meetings.
- Minimum one year more of experience demonstrating the ability to configure complex workflows and understand the interworking of an interrelation database.
- Experience providing customer service is essential as this position is the front face for the department and deals with extensive student and outside community contacts.
- Strong ability to communicate verbally and in writing as this position leads processes, trains, and communicates with off campus industry partners and on campus stakeholders.
- Experience working within an educational institution.
- Experience working in a cross-cultural environment or working with international students/individuals.

**Preferred Qualifications**:

- Experience in a Cooperative Education, Experiential Learning or Career Centre assistant role
- 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 a