Administrative Assistant to the Dean

Vancouver Island University

Administrative Assistant to the Dean

Employment Group
Position Number
Faculty of Science and Technology
Science and Technology Administration
Nanaimo campus
Nanaimo, British Columbia
Appointment Type
regular full-time
35 hours per week
Pay Level
CUPE 11: $31.25 per hour
Appointment Start Date
Applicant Documents
CV/Resume, Cover Letter, Referees/References
Posted Date
Closing Date
Job Reference


Reporting to the Dean, perform a variety of confidential administrative and support functions for the Dean and Associate Dean as well as act as a liaison between the Dean 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 Dean and Associate Dean’s appointment calendar; 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, track course and program changes and proposals; contribute to the ongoing assessment and improvement of office procedures; 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; update websites; complete any follow-up work assigned by the committee.

Financial Functions: Assist with the development of the yearly budget Labor plan, and with budget preparation, monitoring and analysis; implement work order updates relating to faculty appointments; process purchase order requisitions, cheque requisitions, purchase card reconciliations, and expense claims.

Human Resources: Prepare and process all staff appointments, letters of offer; contracts and payroll documents, ensuring all documentation is screened for accuracy prior to the Dean’s approval; extensive HR tracking to support Labor plan and budget impact; oversee and process confidential faculty evaluations; prepare and submit job postings; assist Search Committees with interview and selection processes for faculty and staff positions; monitor workloads for appointment updates; process and track sick and vacation days, Faculty vacation exchanges, and off campus approvals.

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

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.

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.

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:

Bachelor’s Degree from an appropriately accredited institution.

Practical understanding of basic accounting practices and their application at VIU. Working knowledge of MS Access, MS Publisher and Adobe Dreamweaver. Working knowledge of VIU systems: Unit4 ERP, Hireserve, SAWS, FIS, SRS, CMS. Knowledge of FIPPA and VIU policies and procedures

VIU is pleased to offer 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.


  • 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 (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.


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