Position Job Title: Scheduling Administrative Assistant

Location: Vancouver, BC

Reports To: Department Chair

About 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 Purpose

Reporting to the Department Chair, the Scheduling Administrative Assistant will provide administrative support for scheduling and planning related functions including but not limited to Degree and UAP programs. This role will require liaising with staff, faculty, and students.

Specific Responsibilities

The Administrative Assistant is responsible for the following as well as other related duties as assigned to support the business objectives and purpose of the University:

• Provide administrative support to scheduling/curriculum planning services such as providing reception services, scheduling appointments and meetings, and recording and preparing correspondence, reports, and documents
• Provide administrative support to faculty and department chairs in their work and projects associated with scheduling, course assignments, or other related activities
• Respond to faculty queries, provide basic and initial assistance to faculty members with questions about class assignments, course schedules, etc. using established guidelines, and refer faculty to others who may assist when needed
• Data entry in the MyUCW portal - including assisting with Moodle support for the scheduling team and the faculty
• Compile, manage, and track information for the department such as course contracts, etc.
• Assist with acquiring CVs, biographies, and other new-hire documents, ensuring updated faculty files
• Perform database and spreadsheet data entry and maintenance
• Cross-check and keep track of data across different platforms and files to ensure accuracy
• Create and maintain scheduling related data files for each faculty member
• Assist with student course registration planning
• Liaise with other departments or roles to support scheduling and curriculum activities
• Contribute to a positive and inclusive work environment that encourages knowledge of, respect for, and development of skills to engage with people with diverse backgrounds
• Other projects/duties as assigned

Position Requirements

Competencies

• Excellent interpersonal skills and strong English language skills
• Communicate effectively, both verbally and in writing, including the ability to respond tactfully, diplomatically, and in a clear manner.
• MS Office proficiency (particularly Word and Excel) and aptitude to learn online tools and computer software
• Proficiency in Moodle or similar learning management system
• Service oriented with a positive, supportive attitude and friendly approach
• Ability to establish and maintain effective working relationships with a wide range of people and roles
• Demonstrated organizational, data-input, and file management skills
• Experience in handling sensitive and confidential information with tact and discretion
• Strong critical thinking and problem-solving abilities
• Demonstrated time management skills, and the ability to work accurately within firm deadlines, in a fast-paced environment and with minimal supervision
• Ability to multi-task and attend to changing priorities while maintaining a high level of service

Education and Experience:

• Bachelor’s Degree
• One- to three-years’ experience in education or related field in a fast-paced environment or an equivalent combination of education and experience
• Basic training in office practices, customer service, and communication
• Microsoft office proficiency
• Knowledge and experience in a post-secondary educational environment an asset
• Knowledge and experience working with scheduling an asset

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, Permanent

Salary: $50,000.00-$55,000.00 per year

Benefits:

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

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift

Application question(s):

• Are you legally authorized to work in Canada?

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative: 1 year (preferred)

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