Administrative Assistant to Undergraduate Programs - Jobs in Vancouver, BC

Job Description

Position Job Title: Administrative Assistant to Undergraduate ProgramsLocation: Vancouver, BCReports To: Department ChairAbout University Canada West: University Canada West is an innovative business and technology-oriented, dynamic, and growing institution that was founded in 2005. Based in Downtown Vancouver, the university is defined by its close connections to the business community and a commitment to outstanding student services.Here, at UCW, we connect recognized, well-established specialists and ambitious young professionals, so they learn from each other and thrive in our diverse environment. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming.We are privileged to do this work on the unceded, traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here, and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.Primary PurposeUnder general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for the Undergraduate Department Chair and the Academic Department. Assignments may be confidential in nature. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of academic committees in a support capacity.General DescriptionUnder University Canada West’s (UCW) organizational structure, the Administrative Assistant provides administrative support to the Department Chair, ACSS. Additional support is provided to faculty and the Academic Department.Specific ResponsibilitiesThe Administrative Assistant to Undergraduate Programs will at various times be responsible for the following duties to support the business objectives and purpose of the degree programs. The AA will:

• Provide staff and office support to the Department Chair, including screening and handling email communications, greeting and directing visitors, dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the departments, students, and external constituencies on a range of issues.
• Organize and facilitate meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
• Maintain strong communications between Department Chair, students, faculty, and staff.
• Schedule and coordinate appointments and/or travel arrangements, and coordinate and oversee daily office activities.
• Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the department; maintain confidentiality of records and information.
• Coordinate and oversee the day-to-day management of supplies, equipment, and facilities for Department Chair and faculty members.
• Maintain all records of invoices and purchases.
• Assist in the management of various assignments, including reports, evaluation reviews, syllabi submission, etc.
• Ensure appropriate and accurate course information, including course syllabi and materials, uploaded by faculty members.
• Maintain all the physical and digital copies, including academic files, course materials, course syllabi, etc.
• Prepare and publish instructor office hours to departments and students when required.
• Announce and track all class cancellations/changes on MyUCW Portal, email, and appropriate classrooms.
• Other administrative support duties assigned by Department Chair and Academics.

Position RequirementsCompetencies:

• Administrative experience in a post-secondary educational setting
• A strong, service-oriented focus
• MS Office proficiency
• Proficiency in Moodle or similar Learning Management System
• A high level of ethics, discretion, tact and diplomacy
• Strong oral and written communication abilities
• Highly organized with attention to detail and accuracy
• Ability to positively engage with students, faculty and staff and constructively problem-solve
• Adaptable and flexible in a work environment

Education and Experience:

• Minimum Bachelors degree
• Proficiency in office practices, customer service, and communication
• One to three years experience in education or related field in a fast-paced environment or an equivalent combination of education and experience
• Proficient in Microsoft applications

We greatly appreciate your time and efforts in applying for the position at UCW, however, please note only successful candidates will be contacted.Job Types: Full-time, PermanentBenefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• RRSP match
• Tuition reimbursement
• Vision care
• Wellness program
• Work from home

Schedule:

• 8 hour shift

Application question(s):

• Are you legally authorized to work in Canada

Education:

• Bachelors Degree (preferred)

Experience:

• Administration in Education: 1 year (preferred)

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