Program Assistant, Administrative Assistant to The
4 weeks ago
**Program Assistant, Administrative Assistant to the Associate Dean**:
- Employment Group
- CUPE
- Position Number
- 01006
- Division
- Faculty of Trades and Applied Technology
- Department
- Trades and Applied Technology Administration
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- regular full-time
- FTE
- 1
- Workload
- 35 hours per week
- Pay Level
- CUPE 8: $27.48 per hour
- Appointment Start Date
- 05-Jun-2023
- Posting Restrictions
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 11-May-2023
- Closing Date
- 24-May-2023
- Job Reference
- 2103
This position provides administrative support to the Associate Dean's office in the Faculty of Trades and Applied Technology, including scheduling, calendar management, P-card reconciliation, and processing forms related to student educational activities.
The incumbent will:
- Assist various program-related projects, including quality assurance processes and program reviews, and a variety of supportive processes to faculty and students, including travel and meeting arrangements, preparation of documents, ordering of supplies, and other supports as required.
- Provide frontline services to faculty members and communicates with students as required when providing program-related support.
- Assist the associate dean in monitoring and timetabling faculty workloads.
- Work collaboratively with the Administrative Assistant to the dean to submit term and casual/auxiliary employee appointments and coordinates job postings.
- Assist the TAT faculty by coordinating committee meetings such as Program Advisory Councils and provincial articulation committees as well as other working groups.
- Oversee other essential services, such as facilities work orders, catering, alternate TED for absence entries, hiring committee support, and backfilling other offices in TAT as needed.
A high degree of confidentiality is required in many aspects of this position.
The incumbent is required to possess strong verbal and written communication skills as well as organizational, teamwork, and interpersonal abilities.
**Required Qualifications**:
Two-year related diploma from an accredited institution. Minimum five years' recent relevant experience. A combination of education and experience may be considered.
- Demonstrated strong service orientation and cultural sensitivity.
- High level of proficiency in MS Office (Word, Excel, Outlooks, Teams, PowerPoint), as well as videoconferencing software (Zoom, Teams), and the ability to learn technology as needed for the role.
- High level of proficiency with office procedures including keyboarding and electronic file management.
- Excellent interpersonal skills and communication skills, both written and verbal.
- Strong organizational skills, and ability to maintain records effectively and efficiently.
- Ability to work independently with limited direction/supervision.
- Experience working in a confidential work environment and the ability to handle confidential and/or sensitive information.
- Ability to deal effectively with individuals who are under high levels of stress.
- Ability to accurately and efficiently multi-task and problem-solve under pressure.
**Preferred Qualifications**:
- Knowledge of VIU policies, programs, and procedures
- Experience working in a post-secondary environment
- 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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