Assistant to the Associate Vice-President, Institutional Research & Integrated Planning
University of the Fraser Valley
Abbotsford, BC, Canada
5d ago

Job summary

Reporting to the AVP, Institutional Research and Integrated Planning, the Assistant is responsible for supporting office management, conducting research, assisting with projects, and providing confidential administrative support to the AVP.

The Assistant is the first point of contact for the Institutional Research and Integrated Planning office. Exercising initiative and sound judgement, the Assistant to the AVP will : Office Management

  • Support office management by tracking processes, accountabilities, and deadlines
  • Responsible for the department’s records management
  • Oversee the coordination and prioritization of the AVP’s schedule and ensure the AVP is aware of issues that require attention
  • Deal with delicate situations with a high level of diplomacy, and make referrals when necessary and appropriate
  • Research & Projects

  • Research and compile information for reports and / or projects; conduct surveys; and assist with various projects
  • Make recommendations to the AVP based on research
  • Review, design, and format key university reports such as the Accountability Report
  • Handle and process confidential materials and time-sensitive projects
  • Correspondence

  • Review, prioritize, and respond to incoming correspondence
  • Draft correspondence, reports and other materials, including those of a complex and / or highly sensitive nature
  • Coordinate communication with external stakeholders such as the Ministry and media outlets
  • Administration

  • Provide support to the university community for survey software
  • Organize submissions and prepare agendas for meetings including department, data quality, and FTE
  • Coordinate meetings; take and transcribe meeting minutes, maintain records, follow-up on action items
  • Coordinate the hiring process for department SACs and prepare staff contracts
  • Maintain vacation schedules and leave / absences
  • Prepare brochures and information pamphlets
  • Budgeting & Accounting

  • Review budgetary variances and inconsistencies; reconcile monthly expense statements; initiate funding transfers
  • Process and monitor purchase orders, expense claims, and timesheets
  • Website

  • Manage and design the department website
  • Qualifications

  • A two-year diploma, from a recognized post-secondary institution, or equivalent (relevant fields include Business, Computer Information Systems, Math & Statistics, Communications, English, Science)
  • Three (3) years’ office experience, preferably at the senior assistant level at a post-secondary institution environment
  • Superior interpersonal, written and verbal communication, and research skills
  • Experience and success working in a team environment
  • Demonstrated ability to work with minimal or no supervision
  • A clear understanding of boundaries in the workplace
  • Be adaptable, ability to manage change
  • Excellent knowledge of office practices and procedures, and strong organizational skills
  • Demonstrated ability to maintain confidentiality
  • A high level of competency in a variety of software applications, including Microsoft Outlook calendar / email, PowerPoint, Word, and Excel
  • Positive attitude
  • Knowledge and understanding of post-secondary policies and procedures is preferred
  • Web editing skills; familiarity with a Content Management System is an asset
  • Experience with UFV accounting practices and financial reporting is 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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