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Graduate Programs Administrative Coordinator
3 months ago
Key Responsibilities:
The Graduate Programs Administrative Coordinator plays a vital role within the Graduate Programs Office at Vancouver Island University, which serves over 300 students across multiple programs, including two master's degrees. This position is essential for ensuring the smooth scheduling, planning, and operational functions necessary for the effective delivery of graduate programs.
- Collaborating with the timetabling and workload planning team to assist in the organization of course schedules and inputting data into the scheduling system as directed by the Associate Dean of Graduate Programs.
- Overseeing and managing graduate program courses and their respective schedules.
- Providing technical assistance for dual-mode classrooms as needed.
- Filling in for the Administrative Assistant to the Associate Dean of Graduate Programs when necessary.
- Generating temporary and overload appointment letters for graduate programs.
- Assisting with orientation and various events related to graduate programs within the Faculty of Management.
- Offering committee support by scheduling meetings, preparing agendas, and documenting minutes for the Graduate Programs Advisory Committee and other relevant committees.
- Performing office duties such as organizing files, creating manuals, managing email communications, and updating web content.
- Supporting Communities of Practice for graduate programs by managing online resources, curriculum maps, and associated documentation.
- Conducting regular updates on the administrative sections of the faculty or department website to ensure all information is accurate and current.
Required Qualifications:
A one-year Certificate in Applied Business Technology, Office Administration, or a related field from an accredited institution is required. A minimum of three years of relevant experience, preferably in an academic environment, is essential. An equivalent combination of education and experience may also be considered.
Proficiency in MS Office with a typing speed of at least 45 words per minute. Familiarity with Adobe Acrobat DC Pro is necessary. Strong organizational, interpersonal, and communication skills, both written and verbal, are crucial. The ability to meet deadlines, prioritize tasks, and adapt to competing demands is essential. A demonstrated commitment to service excellence and cultural sensitivity is required. Proven experience as a collaborative team member who can work independently with minimal supervision is also necessary.
Preferred Qualifications:
Experience in a large academic program area and familiarity with Vancouver Island University's systems, such as the Student Records System, SAWS, Unit4, and VIULearn, is preferred.
Vancouver Island University offers eligible employees a comprehensive benefits package, generous paid time off, opportunities for professional development, and a favorable pension plan. Employees are part of a supportive community that encourages growth and provides the necessary tools and training for ongoing learning and development.
