Faculty Secretary

**Faculty Secretary (Two Positions Available)**:
The Faculty of Social Sciences is home to an exciting array of learning opportunities, research, and community collaborations. The Faculty Secretaries play an important and appreciated role in supporting the Faculty's operations and people. This position works closely with two additional Faculty Secretaries, the Administrative Assistant to the Dean, and approximately 70 faculty members in a dynamic, supportive environment.
- Employment Group
- CUPE
- Position Number
- 00039
- Division
- Faculty of Social Sciences
- Department
- Social Sciences Administration
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- temporary part-time
- Workload
- Two temporary part-time positions. 17.5 hours per week (Monday to Friday)
- Pay Level
- CUPE 5: $26.97 per hour
- Appointment Start Date
- 26-Aug-2024
- Appointment End Date
- 28-Feb-2025
- Leave Replacement
- Appointment may end early or be extended depending on return of incumbent.
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 11-Apr-2024
- Closing Date
- 17-Apr-2024
- Job Reference
- 2349

**Duties**:
Work collaboratively with Dean's Office Staff to provide administrative and clerical support to academic programming and research/community engagement activity in the following areas: Anthropology, Criminology, Geography, GIS Applications, Global Studies, Liberal Studies, Philosophy, Political Studies, Psychology, Sociology and Master of Community Planning. Operate as frontline reception by assisting students, faculty, and the public with general and specific enquiries. Provide in-person and online assistance to support activity aligned with general administration of the Faculty of Social Sciences, including (but not limited to): course registration; orientation for new faculty and staff members; communication/distribution of information to Faculty members, students, and various offices on campus; class cancellations; sick leave reporting, support to hiring committees, special events, and projects; creating promotional materials.

Develop, manage, and maintain various records and reports for the Faculty. Schedule, build agendas, and take minutes at meetings. Track course, program changes and proposals. Trouble shoot office equipment, maintain office inventory, order office supplies. Submit service requests to various offices on campus. Book meeting rooms, perform mailroom duties, liaise with visitors to campus. Provide relief coverage for the Office of the Dean. Perform other duties as assigned.

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**:
One-year certificate in Office Administration from an appropriately accredited institution. Minimum three years recent related experience. An equivalent combination of education and experience may be considered.
- Proficiency with MS Office Suite (Word, Excel, Outlook, Teams) and the ability to learn technology as needed for the role.
- Demonstrated ability to plan, organize develop and implement effective systems and procedures.
- Demonstrated ability to accurately and efficiently manage multiple tasks, cordially meet on-demand requests, and meet deadlines while working in a busy, open-office environment.
- Ability to communicate professionally, effectively, and efficiently both verbally and in writing in both face-to-face and virtual settings.
- Ability to work independently and manage multiple tasks and projects simultaneously as required.
- Demonstrated ability to exercise good judgment, tact, diplomacy and problem-solving skills while working collaboratively with others.
- Experience in maintaining confidential and sensitive information. Demonstrated ability to provide confidential services.
- Experience with pre-planning and recording meetings (minute-taking) and calendar coordination.

**Preferred Qualifications**:

- Experience in a post-secondary institution.
- VIU experience and knowledge of Social Sciences.
- Working knowledge of Student Record System, SAWS, Course Management System, Drupal and Lime.
- Knowledge of FIPPA and VIU policies and procedures.
- Knowledge of Robert's Rules.
- 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**: