Administrative Assistant to The Dean

3 weeks ago

Nanaimo, Canada Vancouver Island University Full time

**Administrative Assistant to the Dean**:

- Employment Group
- CUPE
- Position Number
- 00106
- Division
- Faculty of Science and Technology
- Department
- Science and 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 11: $31.25 per hour
- Appointment Start Date
- 17-Apr-2023
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 16-Mar-2023
- Closing Date
- 29-Mar-2023
- Job Reference
- 2037

**Duties**:
Reporting to the Dean, perform a variety of confidential administrative and support functions for the Dean and Associate Dean as well as act as a liaison between the Dean and the entire Faculty including instructors/professors, technicians, chairs, advisors, staff, and students, as well as other areas of the University and the general public. The position requires an administrative professional with strong communication, organizational and problem-solving skills along with attention to detail and the ability to work independently and proactively with tact and sensitivity. The use of initiative and judgment to resolve routine and emergent issues and to monitor the flow of information through a complex, changing environment is crucial.

Committee Support: Schedule meetings; prepare agenda and meeting material; produce minutes of the meeting; update websites; complete any follow-up work assigned by the committee.

Financial Functions: Assist with the development of the yearly budget Labor plan, and with budget preparation, monitoring and analysis; implement work order updates relating to faculty appointments; process purchase order requisitions, cheque requisitions, purchase card reconciliations, and expense claims.

Human Resources: Prepare and process all staff appointments, letters of offer; contracts and payroll documents, ensuring all documentation is screened for accuracy prior to the Dean's approval; extensive HR tracking to support Labor plan and budget impact; oversee and process confidential faculty evaluations; prepare and submit job postings; assist Search Committees with interview and selection processes for faculty and staff positions; monitor workloads for appointment updates; process and track sick and vacation days, Faculty vacation exchanges, and off campus approvals.

**Required Qualifications**:
One-year post-secondary education in office administration or equivalent from an appropriately accredited institution. Minimum five years' recent, directly related Administrative Assistant experience. A combination of education and progressively responsible experience may be considered. Demonstrated history of and commitment to ongoing professional development.

Time management skills and the ability to prioritize complex tasks with mínimal supervision. Excellent attention to detail. Demonstrated ability to exercise good judgment, tact, and respect for confidentiality.

Proven superior organizational, interpersonal and communication skills (both written and verbal). Demonstrated ability to work with initiative, both independently and as part of a team. Considerate and collaborative approach to working with others. Strong conflict resolution skills. Ability to work under the pressure of constant high demands and deadlines.

Aptitude for critical thinking and problem-solving. Demonstrated skills in developing and maintaining systems and procedures and in effectively managing multiple, complex and detailed tasks. Proficiency in MS Office 2010 (Word, Excel, Outlook) and website maintenance. Ability to take and transcribe minutes with speed, accuracy and discretion.

General mathematical and accounting skills, demonstrated ability in tracking and coordinating budgets

**Preferred Qualifications**:
Bachelor's Degree from an appropriately accredited institution.
- VIU is pleased to offer 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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