Administrative Assistant, Research Chairs

4 months ago

Nanaimo, Canada Vancouver Island University Full time

Duties:

Provide administrative support to 11 research chairs which include Canada Research Chairs, BC Regional Innovation Chairs, Michael Smith Health Research BC, and Jarislowsky Chair.

The position is responsible for the efficient and effective support of all Research Chairs and their related entities at VIU. Responsibilities include direct administrative support of 11 Research Chairs, financial management, personnel recruitment and hiring assistance, web page creation/management, organization of special events, and file management. In addition to direct Chair support, this position also functions as the institutional office responsible for Research Chair oversight and in accordance with external funding agency guidelines (BC Leading Edge Endowment Fund (LEEF) and the Canada Research Chairs Secretariat). Institutional duties include ensuring Chair work is in compliance with agency guidelines, monitoring personnel eligibility and expenses, and assistance with Endowment reporting and support of Research Chair applications (nominations) and renewals on behalf of the institution.

Coordinate all aspects of the Research Chair recruitment/renewal process which involves scheduling meetings with the recruiting committee, coordinating advertising and marketing of the position, assisting in the preparation of the job posting, arranging interviews with short-listed candidates, preparing agendas and taking minutes, as well as assisting with the final submission of the nomination to the appropriate external funding agency.

Problem solve with the Chairs to work within the parameters of the research project and with policies and procedures at VIU. Monitor operating expenditures of research projects as required for tracking purposes. Process and prepare purchase orders (PO's), expense claims, payment requisitions, reconcile purchasing cards on a monthly basis. Prepare pay appointments for research personnel, draft letters of offer pertaining to research personnel associated with each Research Chair. Ensure appropriate support/resources for these personnel are in place.

Develop and maintain web pages pertaining to each Chair and their related research projects. Create and maintain electronic filing systems for each Research Chair and related entity.

Required Qualifications:

One-year Certificate in Office Administration, or equivalent, from an appropriately accredited institution. Five years of recent related experience, including experience in a post-secondary environment. An equivalent combination of education and experience may be considered.

Senior level MS Office and web-page maintenance skills. 50 wpm typing speed. Excellent written and verbal communication skills. Demonstrated interpersonal and communication skills. Ability to deal with a wide variety of people with tact, diplomacy, and patience.

Ability to work independently and efficiently to meet the numerous demands and deadlines. Demonstrated project management experience, including time management, organizational, and event coordination skills. Demonstrated skill managing and interpreting budgets. An understanding of the role of research and scholarly activity.

Preferred Qualifications:

Knowledge of VIU policies, procedures, systems, and processes (e.g FIS. Familiarity with Tri-Agency guidelines. Previous experience working in a Research environment.

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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