Administrative Assistant, International Recruitment
6 days ago
**Administrative Assistant, International Recruitment**:
- Employment Group
- CUPE
- Position Number
- 00352
- Division
- Department of International Education
- Department
- International Marketing and Recruitment
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Appointment Type
- temporary full-time
- Workload
- 35 hours per week: Monday to Friday
- Pay Level
- CUPE 8: $30.56 per hour
- Start:
- As soon as possible
- Appointment End Date
- 28-Mar-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
- 04-Apr-2024
- Closing Date
- 17-Apr-2024
- Job Reference
- 2344
**Duties**:
The Administrative Assistant, International Recruitment will assist the Director, Office of Future Students in the creation and monitoring of budgets for the Marketing team.
Act as first line contact for agents, whose first language may not be English, to maintain and support positive and profitable relationships. Initiate, calculate and execute agent commissions for each intake (currently 6 per year). Request wire transfer payments and advise agents of commission payment details. Track student movement between programs, agent's referrals and returns. Reconcile agents' files verifying monies received and disbursed. Reconcile all marketing and recruitment related invoices and execute payment. Issue and renew recruitment agreements. Update the International Education website. Compile, organize and manage database of all relevant information about agents, prospective students, embassies, high school counsellors, incoming students, etc. Update agent manual and forward all current promotional materials. Ensure promotional materials are updated with accurate and current information and are readily available for distribution and circulation. Maintain inventory of promotional materials. Develop and maintain international and domestic mailing lists. Prepare and distribute recruitment newsletter. Provide administrative support to other recruitment team members including offshore recruitment offices. Track and report on budget expenditures occurred at offshore offices.
Provide support for the Administrative Assistant to the Associate Vice-President, International Education. This will include preparing agendas, taking minutes, managing the Associate Vice-President's calendar, gathering statistics, HR duties and other support services when the Administrative Assistant to the Associate Vice-President is not available.
Contribute to a positive, collaborative and innovative team environment and demonstrate a commitment to advancing the goals of Marketing and Recruitment, and the Department of International Education.
Monitor and administer the Alumni Referral Program.
Coordinate campus tours for prospective students and assist in planning for international delegations.
**Required Qualifications**:
One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Minimum three years of recent directly related experience, including financial payment calculations and reconciliation procedures. A combination of education and experience may be considered.
- Demonstrated sensitivity to culturally diverse groups.
- Proficiency in MS Office Suite programs, including Outlook, Word, and Excel.
- Experience with complex databases and VIU's Financial Information System (FIS).
- Proficiency in Contribute or Drupal platforms, or experience managing/updating website content.
- Experience with online learning and virtual work/meeting platforms and file-sharing systems including Zoom, MS Teams, Dropbox, etc.
- 45 words per minute typing speed.
- Ability to work independently, set work priorities and handle multiple tasks in a busy/high-demand environment.
- Demonstrated organizational skills.
- Superior communication and interpersonal skills.
- Physical ability to lift up to 20 kg.
- 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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