Assistant, Indigenous Community Partnerships

Under the general supervision of the Interim Manager, Office of Indigenous Education and Engagement, provide administrative and financial support within OIEE and in partnership with the VIU Finance Department, providing support for the full‑time Assistant, Indigenous Community Partnerships.

This temporary position is responsible for supporting community partnership financial functions and administrative/program support within the OIEE. This position requires some professional communication with faculty, Indigenous students and Indigenous community partners. Communities often work within tight timelines, requiring a high degree of efficiency while navigating the policies and procedures related to contract deliveries within VIU. Programs are delivered off‑site and may be in remote locations.

This requires multi‑faceted organizational skills to ensure timelines are met.

• When dealing with enquiries and other interactions, present a positive and professional image of the OIEE to all visitors, staff and students.
• Coordinate the logistical aspects of meetings, retreats and special events.
• Liaise with community members and students regarding institutional policies, processes and deadlines.
• Provide general office support for regular expenses. For example: shredding, printing, cell phones, and parking permits.
• Assist with implementation of Indigenous community‑based programs, including: communication with registration and records, making travel arrangements for staff and students, preparation of reports, collection of data, and research of suppliers/vendors.

• Provide backup support for preparing and submitting postings.
• Providing administrative support and coordination for hiring committees. Inform committees of and manage confidential hiring information, including compliance with FIPPA and HR processes.
• Assisting with preparing and submitting on‑line appointments for all Administrative, VIUFA, and CUPE positions when necessary.
• Providing costing information for new positions, generating letters of offer and inputting the appointment information.
• Prepare detailed Human Resources plans for submission to Financial Services.

• Understanding and interpreting policy and procedure in situations where swift response is expected, particularly in relation to contract processes, grant timelines, and community expectations.
• In collaboration with the Manager, Financial Planning & Analysis, support the creation of budgets for off‑grant activity that ensures organizational costs are covered, as well as community partner expenses, to ensure that financial targets are met or exceeded.
• Monthly data entry and monitoring work orders, resolving anomalies and bringing unresolved issues to the attention of the Manager Financial Planning & Analysis and/or appropriate.

• Process purchase order requisitions, sales orders, cheque requisitions, purchase card reconciliations and expense claims.
• In coordination with the Assistant Controller, prepares and updates Signing Authority forms and Campus Bookstore charge forms while ensuring that approval requests are within signing limits.
• Monitors and reconciles work orders and accounts (review of GLs for accuracy), assists journal entries and salary transfer requests as needed and in coordination with the Manager, Financial Planning & Analysis.
• Assist with reports and data submitted to the Manager, Financial Planning & Analysis to ensure financial requirements are adhered to in relation to contracts, grants and services held within the OIEE.

This position requires an administrative professional with strong communication, organizational and problem‑solving skills along with attention to detail and the ability to work independently and proactively with tact and sensitivity. The use of initiative and judgement to resolve routine and emergent issues and to monitor the flow of information through a complex, changing environment is crucial.

Two‑year diploma, or equivalent, in a related field with concentration in finance/accounting from an appropriately…