VIU Job Posting and Application Systems will be temporarily unavailable Wednesday, December 11 between 6 and 7 AM and again Wednesday, December 11 between 5 and 6 PM (Pacific time). Please visit the systems/site outside these hours. We apologize for any inconvenience.
September 03, 2013 up to October 31, 2014|
Leave Replacement: Appointment end date may be extended or end early dependent on return of incumbent.|
35 hours per week|
Reporting to the Operations Manager, Office of the Provost and Vice-President Academic, handle a variety of duties contributing to the effective and efficient management of the office. Provide confidential administrative support for the Office of the Provost and Vice-President Academic.
Provide support for various committees that contribute to the operations of the institution. Assist with research, data gathering, and compilation of information. Schedule/notify of meetings, prepare agenda, prepare meeting material, record and produce minutes of the meeting, update committee websites, and follow-up work of the committee.
Produce and assist with the preparation of reports, letters, memos, and other correspondence. Monitor and prepare the acceptance letters for incoming applications for Honorary Research Associates and Adjunct Faculty. Maintain the office and various committee websites.
In consultation with the Operations Manager, manage the Provost's and the Associate Vice-President's calendars. Make travel arrangements and coordinate meetings. Prepare meeting and committee materials. Ensure that supporting documentation and other relevant material is in place for each respective meeting.
Act as receptionist for the office and provide general office support. Assist with basic Finance functions such as the preparation of purchase order requisitions, cheque requisitions, purchase card reconciliations, and expense claims.
Assist with coordination and project management of special events. Coordinate all details for visitors arriving on-campus to meet with the Provost and Vice-President Academic and the Associate Vice-President Academic Planning and Aboriginal Initiatives.
Two-year post-secondary diploma in Business Administration from an appropriately accredited institution, or equivalent (e.g., Applied Business Technology program and additional university courses). More than five years recent, directly related Administrative Assistant experience. An acceptable combination of education and progressively responsible experience may be considered. Demonstrated ongoing professional development.
Proven written and verbal communication skills. Demonstrated strong interpersonal skills. Demonstrated ability to work with initiative and a high degree of independence.
Ability to work independently and as part of a team. Ability to work under the pressure of constant high demands and deadlines. Time management skills and the ability to prioritize complex tasks with minimal supervision.
Demonstrated ability for critical thinking and analysis. Demonstrated skills in developing and maintaining systems and procedures and in effectively managing multiple, complex and detailed tasks. Demonstrated proficiency in MS Office (Word, Excel, Outlook, and PowerPoint). Ability to take and transcribe accurate minutes. General mathematical and accounting skills.
University degree. Experience in a post-secondary environment. Working knowledge of VIU's SRS, FRS, CMS, SAWS and StarGarden systems.|
Name and contact information for three people willing to provide a reference
Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
|Posting Period:||July 11, 2013 - July 17, 2013|
Vancouver Island University regrets that only candidates selected for an interview will be contacted.|
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.