Program Assistant, Graduate Programs

Vancouver Island University

Duties:

The Program Assistant, Graduate Programs (GPO-PA), Faculty of Management is an integral part of the Graduate Programs Office in the Faculty of Management (GPO-FOM) which has over 300 students, six programs and growing (including two masters programs), two intakes each year, and operations in all three terms of the academic calendar. This position coordinates the scheduling, timetabling and operational requirements for the efficient and effective delivery of the GPO-FOM. It requires an administrative professional with superior organizational skills, along with an attention to detail and the ability to problem-solve and work independently.

  • Working with the timetabling/workload planning team within the Faculty of Management to assist in workload planning and inputting courses and timetables in SAWS, as directed by the Associate Dean, Graduate Programs.
  • Maintaining and managing grad program courses and schedules.
  • Providing technical support for dual mode classrooms, when required.
  • Backfilling for the Administrative Assistant, Associate Dean, Graduate Programs, when required.
  • Creating temporary and overload appointments and offer letters for grad programs.
  • Assisting with grad program orientation and other events within the Faculty of Management, when required.
  • Providing committee support (scheduling meetings, preparing agendas and taking minutes) for the Graduate Programs Advisory Committee or other committees within the Faculty of Management, as required.
  • Providing office support such as filing, creating manuals, workflows, managing email and updating web content.
  • Supporting Community of Practices for grad programs through managing online tools, curriculum map and related documents.
  • Completes general updates on the administrative area, faculty or department website (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.

Required Qualifications:

One-year Certificate in Applied Business Technology, Office Administration, or equivalent, from an appropriately accredited institution. Minimum three years related experience, preferably in an academic setting. An equivalent combination of education and experience may be considered.

MS Office proficiency with minimum 45 wpm typing speed. Adobe Acrobat DC Pro proficiency. Demonstrated organizational, interpersonal, and written and verbal communication skills. Proven ability to meet deadlines, establish priorities and maintain flexibility with competing demands. Demonstrated strong service orientation and cultural sensitivity. Proven experience as a team-player who can work proactively, and with a bare minimum of supervision and be flexible to work independently with accountability.

Further, the incumbent must have proven experience as a team-player who can work proactively, and with a bare minimum of supervision and be flexible to work independently with accountability.

Note:

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Vancouver Island University is a comprehensive teaching university with 13,000 students across three campuses. VIU proudly fosters student success, strong community connections and meaningful collaborations by providing access to a wide range of programs, from academic undergraduate and master’s to industry-responsive trades and vocational training.

VIU is pleased to offer employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan that takes the worry out of retirement. As part of the VIU campus community, you will 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. 

The VIU community acknowledges and thanks the Snuneymuxw, Quw’utsun, Tla’amin, Snaw-naw-as and Qualicum First Nation on whose traditional lands we teach, learn, research, live and share knowledge.

  • Date Posted: August 23, 2024
  • Location: Nanaimo,BC
  • Job Industry: Administrative
  • Salary: 0