Administrative Assistant, Committee Support

Duties:

The Administrative Assistant, Committee Support, provides comprehensive and confidential, senior-level administrative support to the Associate Vice-President, Research and Graduate Studies (AVP, R&GS), including complex calendar management, commitment prioritization, and preparation of meeting materials at the Nanaimo campus.

• Is the first point of contact for SRCA inquiries
• Coordinates and supports multiple institutional committees (e.g., VIU Research Awards Committee, Graduate Studies Advisory Committee, VIUFA Leave Committee for leave and time awards, the Provost Awards and others as needed.
• Schedule meetings; prepare agendas and documentation: use software tools to record, transcribe and distribute detailed minutes; and track and follow up on action items
• Administer internal research funding processes, including coordinating calls for applications, adjudication processes, and communications of decisions
• Design, implement, and maintain workflows within an electronic research database; provide training and troubleshooting support
• Maintain and update SRCA, Research Ethics Board, Animal Care, and Deep Bay Marine Field Station webpages to ensure accuracy and currency of information
• Draft correspondence, reports and communications on behalf of the AVP, R&GS and associated committees
• Liaise with internal departments (e.g., Board of Governors, President's office, Provost's office, Financial Services, Human Resources, Facilities, IT, and external partners to support operational and committee requirements
• Coordinate logistics for meetings, events and retreats, including scheduling room bookings and catering
• Manage office operations, including supplies, inventory, records management and general administrative functions
• Provides guidance to committee members and staff on processes, policies, and procedures
• Support developmental and implementation of policies, procedures, and administrative systems
• Performs other related duties as assigned

Required Qualifications:

One-year Certificate in Office Administration (or equivalent). Minimum five years of recent related experience, preferably in a post-secondary or research environment. An equivalent combination of education and experience may be considered.

• Advanced-level skills in Microsoft Office Suites and office systems
• Experience with database systems (preferably electronic research databases), web content systems (preferably Drupal)
• Senior-level keyboarding skills (minimum 50 wpm)
• Experience supporting multiple committees and complex administrative processes
• Strong organizational, time management, and project coordination skills
• Ability to manage competing priorities and meet demands in a high-volume, fast-paced environment
• Excellent written and verbal communication skills
• Strong attention to detail, discretion, and confidentiality
• Demonstrated interpersonal skills with tact and professionalism
• Ability to work independently and collaboratively

Preferred Qualifications:

• Bachelor's degree
• Experience in a university research or scholarly activity environment
• Knowledge of VIU systems policies, procedures, and collective agreements
• Experience administering research funding or adjudication processes
• Familiarity with:
• Tri-Council Policy Statement (TCPS)
• Canadian Council on Animal Care CCAC and
• Tri-Agency compliance guidelines

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.