Program Assistant, Graduate Programs

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.
Preferred Qualifications:
Experience working in a large academic program area and familiarity with Vancouver Island University systems (e.g., Student Records System, SAWS, Unit4, VIULearn).

VIU is pleased to offer eligible 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.
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 (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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