Scheduling Administrative Assistant

**Employment Category**: Full-Time, Fixed Term (3 months)

**Location**:Vancouver, BC (Hybrid)

**Reports To**:Department Chair

**Primary Purpose**

Reporting to the Department Chair, the Scheduling Administrative Assistant will provide administrative support for scheduling and planning related functions, including but not limited to Degree and UAP programs. This role will require liaising with staff, faculty, and students.

**Specific Responsibilities**

The Administrative Assistant is responsible for the following as well as other related duties as assigned to support the business objectives and purpose of the University:

- Provide administrative support to scheduling/curriculum planning services such as providing reception services, scheduling appointments and meetings, and recording and preparing correspondence, reports, and documents.
- Provide administrative support to faculty and department chairs in their work and projects associated with scheduling, course assignments, or other related activities.
- Respond to faculty queries, provide basic and initial assistance to faculty members with questions about class assignments, course schedules, etc., using established guidelines, and refer faculty to others who may assist when needed.
- Data entry in the MyUCW portal - including assisting with Moodle support for the scheduling team and the faculty.
- Compile, manage, and track information for the department, such as course contracts, etc.
- Assist with acquiring CVs, biographies, and other new-hire documents, ensuring updated faculty files.
- Perform database and spreadsheet data entry and maintenance.
- Cross-check and keep track of data across different platforms and files to ensure accuracy.
- Create and maintain scheduling related data files for each faculty member.
- Assist with student course registration planning.
- Liaise with other departments or roles to support scheduling and curriculum activities.
- Contribute to a positive and inclusive work environment that encourages knowledge of, respect for, and development of skills to engage with people with diverse backgrounds.

**Position Requirements**

Competencies:

- Excellent interpersonal skills and strong English language skills.
- Communicate effectively, both verbally and in writing, including the ability to respond tactfully, diplomatically, and in a clear manner.
- MS Office proficiency (particularly Word and Excel) and aptitude to learn online tools and computer software.
- Proficiency in Moodle or similar learning management system.
- Service-oriented with a positive, supportive attitude and friendly approach.
- Ability to establish and maintain effective working relationships with a wide range of people and roles.
- Demonstrated organizational, data input, and file-management skills.
- Experience in handling sensitive and confidential information with tact and discretion.
- Strong critical thinking and problem-solving abilities.
- Demonstrated time management skills and the ability to work accurately within firm deadlines in a fast-paced environment and with mínimal supervision.
- Ability to multi-task and attend to changing priorities while maintaining a high level of service.

Education and Experience:

- Bachelor’s Degree.
- One to three years’ experience in education or a related field in a fast-paced environment or an equivalent combination of education and experience.
- Knowledge and experience in personnel scheduling, required.
- Basic training in office practices, customer service, and communication.
- Microsoft Office proficiency.
- Knowledge and experience in a post-secondary educational environment an asset.

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