Administrative Assistant to the Dean
Vancouver Island University
Nanaimo, BC, CA
10d ago

The Faculty of Health and Human Services includes the Departments of Child and Youth Care, Dental Assistant, Dental Hygiene, Early Childhood Education and Care, Gerontology, Health Care Assistant, Nursing, Practical Nursing, Social Work, Education Assistant / Community Support, and a Professional Development and Training department.

The mission of the Faculty is to foster student success and develop and maintain relevant, responsive, and stimulating learning opportunities that are community-

based, globally and locally, and offered in a visionary, inter-professional environment that is conducive to learning and promotes health and wellness for all.

The Dean and the Dean's office lead, manage, administer and support the instructional, scholarly and outreach activities of the Faculty on four campuses with this mission in mind.

Workload

Full time (35 hrs / wk) Additional hours to be submitted on time-sheet

Duties :

Reporting to the Dean, perform a variety of confidential administrative and support functions for the Dean and Associate Dean.

Act as a liaison between the Dean's office and the entire Faculty including instructors / professors, technicians, chairs, advisors, staff and students, as well as other areas of the University and the general public.

The position requires an administrative professional with strong communication, organizational and problem-solving skills along with attention to detail and the ability to work independently and proactively with tact and sensitivity.

The use of initiative and judgment to resolve routine and emergent issues and to monitor the flow of information through a complex, changing environment is crucial.

  • General Administrative Support : Manage day-to-day operation of the Dean's office; maintain Faculty records with due regard for confidentiality;
  • draft correspondence; make travel arrangements; manage appointments for the Dean and Associate Dean ; maintain Faculty website;
  • coordinate the logistical aspects of meetings, retreats and special events; receive and screen telephone calls, e-mails and visitors to the office;
  • troubleshoot office equipment,; contribute to the ongoing assessment and improvement of office procedures; coordinate course and program changes, with the departmental Program Assistants and Chairs;
  • perform other duties as assigned; and when dealing with enquiries and in other interactions, present a positive and professional image of the Office of the Dean to all visitors, staff and students.

  • Committee Support : Schedule meetings; prepare agenda and meeting material; produce minutes of the meeting; liaison with Program Assistants to update websites;
  • complete any follow-up work assigned by the committee.Financial Functions : Assist the Faculty, Administrative Assistant Finance with the development of the yearly human resources report, and with budget preparation, monitoring and analysis;
  • implement cost centre changes relating to faculty appointments; process purchase order requisitions, cheque requisitions, purchase card reconciliations and expense claims.

  • Liaison with regional campuses regarding faculty appointments.Human Resources : Collaborate as needed with Program Assistants to prepare and process employee appointment letters, contracts and payroll documents;
  • co-ordinate with the Program Assistants to ensure a smooth faculty evaluation process; assist with job postings, interviews and selection process for faculty and staff positions;
  • assist with preparation and monitoring of the course timetable and faculty workloads.Onboarding : Be the main point of contact for welcoming and orienting new employees to the faculty.

    Be responsible for overseeing or ensuring VIU work processes are in place and operational supplies (e.g. computer account, keys) for the new employee and their work space are prepared for arrival.

    Assist with development of training plan that may include setting up meetings for new employee with colleagues and key internal contacts.

    Ensure new employee is aware of training events, as necessary

    General Administrative Support Committee Support Financial Functions : Human Resources Onboarding Required Qualifications :

    One-year post-secondary education in office administration or equivalent from an appropriately accredited institution. Minimum five years recent, directly related Administrative Assistant experience.

    An acceptable combination of education and progressively responsible experience may be considered. Demonstrated history of and commitment to ongoing professional development.

    Proven superior organizational, interpersonal and communication skills (both written and verbal). Demonstrated ability to work with initiative, both independently and as part of a team.

    Considerate and collaborative approach to working with others. Strong conflict resolution skills. 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. Excellent attention to detail.

    Demonstrated ability to exercise good judgment, tact, and respect for confidentiality.Aptitude for critical thinking and problem solving.

    Demonstrated skills in developing and maintaining systems and procedures and in effectively managing multiple, complex and detailed tasks.

    Proficiency in MS Office 2010 (Word, Excel, Outlook) and website maintenance. Ability to take and transcribe minutes with speed, accuracy and discretion.

    General mathematical and accounting skills, demonstrated ability in tracking and coordinating budgets

    Preferred Qualifications :

    Advanced computer skills in MS Office, Acrobat Pro, and web-editing applications. 3-5 years' experience working in VIU systems such as : HR appointment system, HR recruitment module, OIS, SAWS, FRS, SRS, CMS.

    Knowledge of FIPPA and VIU policies and procedures.

    Note :

  • Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
  • 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.
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