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Administrative & Program Assistant, OIEE & NREP

4 months ago

Nanaimo, Canada Vancouver Island University Full time

Duties:

Under the general supervision of the Director, Office of Indigenous Education and Engagement, this position will be responsible for clerical support to the Office of Indigenous Education and Engagement (OIEE), with a particular focus on supporting in-community program deliveries. This position will also provide office support to the Natural Resources Extension Program (NREP) in the Faculty of Science & Technology.

This position is responsible for supporting the preparation, planning, and delivery of community-based courses/programs throughout British Columbia and across Canada. This position will be part of a team that works swiftly and efficiently to meet the needs of stakeholders from varied sectors and communities.

This position will provide program support through general office administrative duties to both departments. It is expected that the person in this position will model superior time management skills, excellent communication both written and oral, and a strength-based/team-centred approach in a highly dynamic and complex work environment.

Duties for Both Departments:

booking and screening appointments. handling both physical and digital incoming and outgoing mail, departmental records management for both departments, OIEE and NREP. preparing, editing, and word-processing reports, correspondence, and minutes, assist with data entry; order office supplies; and make on-campus deliveries. maintain departmental websites and assist in the planning and preparation of marketing materials for courses and workshops. work with both departments to make and confirm travel arrangements and bookings for conferences and contracted trainings, and assist in the logistical aspects of meetings, retreats, and special events. be confident in designing, formatting, and preparing departmental brochures, posters, information materials, forms, and advertising. Other administrative support duties as needed and as directed.

Specific OIEE Duties:

assisting in the preparation of purchase requisitions, sales orders. assisting instructors to process their expense claims, and other University online forms. assisting with monthly P-card statements.

Specific NREP Duties:

designing and implementing accurate filing systems for physical and computer-based filing systems. developing databases for course tracking and client listservs. maintaining course schedules for various trainings. preparing purchase requisitions, and sales orders. processing instructor's expense claims, and other University online forms. providing telephone and area reception.

Required Qualifications:

One-year Office Administration Certificate, or equivalent, from an accredited post-secondary institution. Minimum three years' recent directly related experience. This position requires strong communication, organizational and an understanding of market branding for emerging sectors.

Intermediate-level word processing and computer skills (Office Suite, Excel, PowerPoint, Publisher, Word). Outlook, Windows, Internet, and Web based publishing. Proven excellent interpersonal skills and superior communication skills. Demonstrated ability to work independently with minimal supervision and have the ability to effectively prioritize workload in the face of constantly shifting demands. Proven experience working in a highly confidential environment. Cross-cultural training or equivalent experience. Proven ability to work with a diverse population.

Preferred Qualifications:

Understanding and experience working with regional Indigenous communities located on Vancouver Island and awareness of local cultural protocol. Marketing experience VIU administrative systems, including UNIT4- Financial Systems. Knowledge of British Columbia's Natural Resource Sector. Management of social media accounts including LinkedIn, Facebook, Instagram, Twitter(X).

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.