Nanaimo Campus

Administrative Assistant to the Associate Dean (2459)

Administrative Assistant to the Associate Dean

Employment Group
Position Number
Faculty of Management
Programs Office
Nanaimo campus
Nanaimo, British Columbia
Appointment Type
regular full-time
35 hours per week
Pay Level
CUPE 8: $31.48 per hour
As soon as possible
Applicant Documents
CV/Resume, Cover Letter, Qualifications , Referees/References
Posted Date
Closing Date
Job Reference


This position will provide support to the Associate Dean, Graduate Programs in the Faculty of Management (FoM), including scheduling and calendar management, document preparation, and communications. The incumbent will assist the Associate Dean with the management of processes related to students, including directed studies, late withdrawals, student complaints, requests for policy exceptions, and academic misconduct. Coordinate and provide support for meetings; document handling; coordination of the academic integrity process; and communications with students, faculty, and other relevant parties.

Additional tasks involve, but are not limited to:

  • Providing support for accreditation requirements including taking minutes; data collection, collation, dissemination, initial data analysis; and handling of communication with relevant internal and external parties.
  • Assisting in the development and implementation of external and internal communication initiatives including coordination and where necessary, making changes to VIU institutional web site(s) as related to the FoM, and coordination of internal and external communication initiatives.
  • Providing support for program-related activities, including supporting and coordinating events, academic program development, articulation agreements, development of cost-recovery activities, support meetings and committee processes, including taking minutes and preparing agendas with meeting chairs.
  • Provide back-up support related to HR processes in the FoM, including HR appointments, hiring committee support, and stipends, as needed.
  • Communicating general updates in the administrative area, faculty or department websites or communication platforms (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.
  • Front-line contact - greeting a high volume of visitors/students and providing information on a variety of topics and programs.

This position requires the incumbent to maintain a high degree of confidentiality in many aspects of work, particularly in areas of work where information about students is at risk, such as academic integrity and complaints; and in confidential work or discussions arising from work with the Dean's Office. Other duties may be assigned, as required.

Required Qualifications:

One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Three years' experience working in a general office setting, one year experience working in a post-secondary environment. An equivalent combination of education and experience may be considered.

Advanced word processing skills. Should include computer literacy in word processing, desktop publishing, spreadsheets, and database programs. Familiarity with office procedures. Excellent interpersonal and communication skills. Training/experience in a multicultural environment that provides service to a diverse student population, particularly with international students.

Ability to problem solve and react effectively and calmly when responding to students in distress. Experience working Demonstrated ability to work independently and in the context of a team. Demonstrated ability to exercise good judgement with tact, diplomacy, and problem-solving skills in a cross-cultural environment.

Preferred Qualifications:

Knowledge of institutional policies and procedures; understanding of VIU service areas; experience with FRS and SRS, knowledge of articulation processes and VIU; experience with CMS and curriculum development process at VIU.


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.


  • 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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