Administrative Assistant to Graduate Programs

2 weeks ago

Vancouver, Canada University Canada West Full time

**Position Job Title**:Administrative Assistant to Graduate Programs - Maternity Leave Cover

**Location**:Vancouver

**Reports To**: Department Chair

**About University Canada West**:
University Canada West is an innovative business and technology-oriented, dynamic, and growing institution that was founded in 2005. Based in Downtown Vancouver, the university is defined by its close connections to the business community and a commitment to outstanding student services.

Here, at UCW, we connect recognized, well-established specialists and ambitious young professionals, so they learn from each other and thrive in our diverse environment. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming.

We are privileged to do this work on the unceded, traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here, and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.

**Primary Purpose**:
Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for graduate programs. Assignments may be confidential in nature. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of academic committees in a support capacity.

**General Description**:
Under University Canada West’s (UCW) organizational structure, the Administrative Assistant provides administrative support to one of the Department Chairs and/or Program Director. Additional support may be provided to faculty.

**Specific Responsibilities**:

- The **Administrative Assistant to Graduate Programs** will at various times be responsible for the following duties to support the business objectives and purpose of the degree programs. The AA will:

- Organize and facilitate meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
- Maintain strong communications between Department Chairs, students, faculty and staff.
- Schedule and coordinate program chair appointments and/or travel arrangements, and coordinate and oversee daily office activities.
- Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the department; maintain confidentiality of records and information.
- Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for Department Chairs/Program Director and faculty members.
- Maintain all records of invoices and purchases.
- Assist in the management of various assignments, including reports, evaluation reviews, syllabi submission, etc.
- Ensure appropriate and accurate course information, including course syllabi and materials, uploaded by faculty members.
- Maintain all the physical and digital copies, including academic files, course materials, course syllabi, etc.
- Prepare and publish instructor office hours to departments and students.
- Other administrative support duties assigned by Department Chairs/Program Director and Academics.

**Position Requirements**:
**Competencies**:

- Administrative experience in a post-secondary educational setting
- A strong, service-oriented focus
- MS Office proficiency
- Proficiency in Moodle or similar Student Learning Platforms
- Ability to quickly assimilate and employ diverse IT modules
- A high level of ethics, discretion, tact and diplomacy
- Strong oral and written communication abilities
- Highly organized with attention to detail and accuracy
- Ability to positively engage with students, faculty and staff and constructively problem-solve
- Adaptable and flexible in work environment

**Education and Experience**:

- Minimum Bachelor degree
- Proficiency in office practices, customer service and communication
- One to three years’ experience in education or related field in a fast-paced environment or an equivalent combination of education and experience

**Job Types**: Full-time, Permanent

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift

Work Location: Hybrid remote in Vancouver, BC

Expected start date: 2023-05-01

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