Administrative Assistant, Student Academic Affairs

Overview

UFV's Student Academic Affairs is looking to hire two (2) temporary Administrative Assistants for a four (4) month contract, or end of leave, whichever date occurs first. The Administrative Assistant, Student Academic Affairs provides the first point of contact for the Academic Advising Centre and the Centre for Experiential and Career Education (CECE). They provide information to students, staff, and faculty, as well as external stakeholders while maintaining an inclusive, welcoming, and accessible environment.

The Assistant supports the operations of CECE and the Academic Advising Centre through a combination of administrative tasks and engagement with the students, staff, faculty, and stakeholders of UFV and the community. They screen requests and schedule appointments for students utilizing a complex set of guides, answer queries from the public and employers, support multiple complex programs and initiatives, promote and market both departments, and provide logistical support for, and attend, outreach events.

The Assistant employs an in-depth knowledge of both centres, and a broad knowledge of the university to answer questions and direct visitors to other areas and departments as required. The Assistant maintains confidential department records and ensures the privacy of sensitive information.

• Completion of a certificate in office administration from a recognized post-secondary institution.
• Minimum of three (3) years’ experience providing reception and information services, preferably in a post-secondary or equally complex setting.
• Intermediate to advanced knowledge and ability using Microsoft applications.
• Excellent attention to detail and accuracy.
• Must be experienced in working with the public and have proven exceptional interpersonal and written/oral communications skills.
• Ability to work independently with minimal supervision, remain calm under pressure, and maintain a high level of organizational skills.
• Ability to multi-task, make sound decisions, and effectively recognize, analyze, and resolve problems in a fast-paced environment with frequent interruptions.
• Proven ability to collaborate and work effectively as a team member.
• Excellent de-escalation and conflict management skills.
• Completion of a mental health first aid certificate is an asset.
• Must be sensitive to and have experience serving diverse populations; demonstrated commitment to diversity, equity, and inclusion, and Indigenization to meet the needs of diverse students and staff and the university community.
• Solid understanding and demonstrated ability to maintain confidentiality, ethical guidelines, professional accountability, and Freedom of Information and Protection of Privacy Act (FOIPPA) regulations.
• Demonstrated knowledge and understanding of processes, procedures, and protocols in a public post-secondary education system.
• Previous marketing and social media experience preferred, such as creating, editing, and maintaining websites and digital content.
• Knowledge of digital and print marketing design principles and awareness of design software (such as Adobe InDesign, Microsoft Publisher, Canva, etc.) an asset.
• Experience with event planning, marketing, and engagement strategies is an asset.
• Knowledge of UFV student support resources and programs is an asset.
• Training and/or experience in tracking financial records preferred.
• Experience maintaining electronic filing systems.
• Knowledge of FAST, and Banner; experience with scheduling (Achieve Appointment Manager) or student management software (Symplicity) is an asset.

All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. UFV is committed to the principle of equity in employment.