Administrative Assistant, Intercultural and Group Programs

Competition Number:

16-3022

Appointment Type:

Regular Full-time

Start:

May 02, 2016

Workload:

35 hours per week
Including evenings and weekends

Employment Group:

Cupe 7

Position:

00834

Location:

Nanaimo Campus

Duties:

Reporting to the Manager of Contracts and Group Programs and the Intercultural Program Coordinator, and working in collaboration with the Activity Program Assistant, this position provides administrative support for group programs, orientations, student events, intercultural programs and student activities, and works directly with international students.

Update the Schedule of Group Programs information sheet; Reconcile credit card purchases; Update activity calendars and help maintain departmental databases; Enter data into program budgets (Excel) and into the partnership database (Access and Salesforce); Complete and distribute team meeting minutes; Help prepare reports and proposals (Word); Update departmental presentations (Powerpoint) and website content (Drupal); Set up presentation equipment in meeting rooms; Arrange for courtesy gifts for visiting representatives from partner institutions; Book various forms of transportation including charters, ferries and vehicle rentals; Book various planned activities and facilities, including community locations and a wide range of indoor and outdoor recreational facilities; Purchase office and program supplies; Provide marketing support via social media and/or presenting to students to promote upcoming activities; When required, provide back-up for the Activity Program Assistant by actively participating in and leading various student activities, as well as supervising students and Student Activity Leaders; Manage activity payments, sign contracts and pay suppliers and contractor deposits and invoices; Driving groups and participants on student activities to and from planned events may be required (including completing pre-trip inspections of vehicles; only with a valid Class 4 Drivers License); Activity set-up; and organize and conduct campus and community tours for clients.
This job requires some heavy lifting and long periods of activity and/or sustained concentration.

Required Qualifications:

Minimum two years of undergraduate studies from an appropriately accredited institution. Minimum two years experience working in an office setting; Minimum of one year experience in event planning and/or leading students and/or clients in a variety of recreational and/or cultural activities. A combination of Education and experience may be considered.
 
Valid OFA Level 1 Certificate required (or obtain as per CUPE Letter of Agreement #3).

Preferred Qualifications:

Undergraduate studies in the field of Business, Tourism, Outdoor Recreation, or Global Studies; Extensive experience with Microsoft Office (Excel, Word, Access); Proficiency in a language other than English; Experience in risk management and first aid/safety protocals; Experience working in a multicultural setting; Class 4 BC Driver's Licence; Knowledge of local tourism.

Please Submit:

CV/Resume
Cover Letter
Copies of transcripts/credentials/qualifications identified on resume

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.

Posting Period:

March 17, 2016 - March 30, 2016

Note:

Vancouver Island University regrets that only candidates selected for an interview will be contacted.

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

Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.