Department Assistant, Graphic and Digital Design
University of the Fraser Valley
Abbotsford, BC, Canada
6d ago

Job summary

  • Provide program and administrative support to department head, faculty, and staff
  • Respond to inquiries from students, general public and others
  • Coordinate and maintain records management activities for the department
  • Develop and maintain records and reports for all department budget and finance activities, coordinate capital purchases
  • Assist the department head in timetable development; coordinate availability of department faculty for course offerings;
  • develop and maintain files and reports for workload reconciliation

  • Prepare and process contract requests
  • Maintain and monitor the regular review of course curriculum for all department-owned courses; track where curriculum and other related submissions are in the approval process
  • Organize meetings (scheduling, space bookings, equipment bookings, etc.)
  • Prepare agendas, minutes and other necessary materials for department committees
  • Assist in preparing, revising and maintaining department documents
  • Liaise with institutional committees and support services
  • Monitor wait lists, assist with pre-requisite screening
  • Coordinate special projects within the department as-needed
  • Organize department events, on-campus and off-campus
  • Maintain department website
  • Assist with development of promotional materials (brochures, posters, postcard etc.)
  • Maintain active Social Media presence (Facebook, Instagram and Twitter)
  • Coordinate the hiring and supervision of workstudy student(s)
  • Qualifications

  • Completion of a certificate in office administration from a recognized post-secondary institution; or completion of 30 credits from a recognized post-secondary institution
  • Completion of public relations / marketing / professional communications certificate preferred
  • Minimum three (3) years’ experience, preferably in post-secondary environment
  • Good working knowledge of modern office practices and procedures
  • Ability to work with a variety of complex schedules and reports, with demonstrated attention to detail
  • Well-developed interpersonal and oral communication skills
  • Excellent written communication skills; Line editing and proofreading skills
  • Highly resourceful and organized; able to problem solve and self-initiate
  • Experience working with social media (including web design) in a professional context
  • Experience in agenda preparation and transcription
  • Experience in a marketing environment an asset
  • Experience in organizing meetings and events preferred
  • Ability to remain calm under pressure
  • Evidence of professionalism, demonstrated understanding of ethical conduct, ability to maintain confidentiality
  • Work effectively in a team environment
  • Advanced knowledge of Microsoft Office (Word, Excel, Outlook)
  • Knowledge of Adobe CC
  • Knowledge of Mac OS, preferred
  • Knowledge of digital project management tools such as Basecamp, Google Drive, and Trello an asset
  • Knowledge and experience with Banner preferred
  • Experience working with students in a service environment, preferred
  • Knowledge of UFV and BC post-secondary system an asset
  • About UFVThe University of the Fraser Valley has four campus locations within the beautiful Fraser Valley in British Columbia.

    Recognized as one of BC's top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence.

    At UFV, you will serve a vibrant community, and shape the future of 15,000 students.

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