Administrative Assistant, Office of The Provost

2 weeks ago

Nanaimo, Canada Vancouver Island University Full time

**Administrative Assistant, Office of the Provost**:

- Employment Group
- ADMIN
- Position Number
- 00529
- Division
- Provost and Vice-President Academic
- Department
- Office of the Provost
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- regular full-time
- FTE
- 1
- Workload
- 35 hours per week.
- Pay Level
- Excluded Pay Band 4
- Appointment Start Date
- 01-Jun-2023
- Posting Restrictions
- This position is an on-campus, in-person position.
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 03-May-2023
- Closing Date
- 17-May-2023
- Job Reference
- 2085

**Duties**:
Reporting to the Manager, Office of the Provost, the Administrative Assistant holds a key role within the office and division by providing senior-level administrative assistant support to the Provost Office. Under the direction of the Manager, this position provides support to the division through coordinating a variety of committees, events, and other items as needed, as well as providing communications-related support for the Provost Office.

As a member of the Provost Office administrative support team, this position liaises with internal stakeholders such as VIU employees (senior management, faculty, staff and administrators), students, internal committee and societies of VIU. It also involves outreach to government agencies, other post-secondary institutions, community leaders, Indigenous groups, business, and industry.

In consultation with the Manager, this position provides crucial administrative support for the office.

Key responsibilities include the following:
This position provides coordination and support for multiple complex committees and working groups. This coordination includes scheduling/notification of meetings; logistic arrangements such as catering and room bookings; agenda preparation; and preparation of meeting material; recording and disseminating minutes of the meeting; updating committee websites; and follow-up of action items to ensure the smooth operation of the committee. Record and transcribe minutes of confidential personnel meetings, task forces, and working groups as required.

The Administrative Assistant provides support with basic finance functions such as the preparation of purchase orders, cheque requisitions, purchase card reconciliations, and expense claims. Provide Provost Office communications support by maintaining the Provost Office webpages, coordinating with the Provost on updating social media accounts, and coordinates regular updates to be communicated out to the Provost division.

**Required Qualifications**:
Office Administration Certificate or equivalent. Three years senior level administrative assistant experience.
- Strong organizational skills, attention to detail, and ability to take initiative.
- Senior-level MS Office skills.
- Strong written and oral communication skills.
- Must enjoy working in fast-paced, ever-changing environment.
- A combination of education and experience may be considered, particularly with extensive VIU experience.
- Knowledge of VIUs internal systems, its organizational structure, and its campus culture (including that of the regional campuses).
- 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._

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