Administrative Coordinator, Office Dean
Job in
Nanaimo, BC, Canada
Listing for:
Vancouver Island University
Full Time, Part Time
position
Listed on 2026-03-12
Job specializations:
-
Administrative/Clerical
Administrative Management, Education Administration
-
Management
Administrative Management, Education Administration
Job Description & How to Apply Below
Position: Administrative Coordinator, Office of the Dean
Duties:
The Administrative Coordinator, Office of the Dean reports directly to the Dean, Faculty of Social Sciences and manages the daily operations of the Dean’s office ensuring that work is handled in a confidential manner, effectively and efficiently. The incumbent provides direct support to the Dean including managing the Dean’s office support staff, supporting strategic planning, human resources, financial planning, administrative duties, and related confidential matters of the office.
Specific Duties
Support for the Dean – the Administrative Coordinatoris expected to independently work with discretion providing senior-level confidential support and advice to the Dean, Faculty of Social Sciences as needed. This position works closely with the Dean, providing advice and responding to a wide array of questions, concerns, and requests from faculty, staff and students. This position also acts as primary point of contact within the faculty providing advice and guidance on a variety of issues that may arise, some of which are ambiguous and require business acumen and sensitivity in decision making.
Office Management – responsible for the day-to-day operations of the Dean’s Office:
Screen guests and calls on behalf of the Office with tact, diplomacy, and sensitivity; determining the urgency of the matter, if the call/meeting should be addressed by the Dean or delegated elsewhere, and whether an issue needs further investigation. Inquiries may come from a range of stakeholders that include students and parents, faculty, management, and the executive.Manage the support staff in the Faculty. This includes departmental workforce planning, assigning work priorities, overseeing, and finding improvements to office administrative functions, workflow, hiring, training, and performance management of support staff. This includes managing the workloads for the following:coordinating meetings, planning and drafting agendas, taking minutes; and providing follow-up on matters arising from meetingsGathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the officeLiaise with internal stakeholders such as VIU employees (senior management, faculty, staff and administrators), students, internal committee and societies of VIU, as well as with external partners such as government agencies, other post-secondary institutions, community leaders, Indigenous groups, business, and industry.Human Resources – responsible for providing Human Resources related support to the Dean and for the faculty including:
Participating in development of the Faculty’s Labour Plan, ensuring labour budgets are up-to-date and covered through internal transfers or requests for enhancements, in consultation with the Dean.Preparing and managing correspondence and records, which will include HR related issues (absenteeism, complaints, hiring and discipline) and confidential labour relations files (grievances, collective bargaining).Monitoring absenteeism and participating in discussions with employees concerning absences from work and planning coverage in relation to employee leaves.Providing the Dean with relevant information regarding absences, staffing issues and complaints.Responsible for creating contracts and appointments for all regular, temporary, and casual employees within the Faculty, including appointment change forms for any seasonal breaks in employment, all part-time and full-time leaves, resignations, and retirements. Calculating sick leave coverage appointments and other tasks relating to employment contracts.Advise the Chairs of any seniority rights related to hiring as well as ensuring these rights are adhered to.Support the Dean and faculty in hiring processes to ensure accuracy and adherence to VIU’s recruitment guidelines and processes as well as its obligations under VIU’s three collective agreements. Assists the Selection Committee Chairs through the entire recruitment process including approvals, postings, references and hirings.Support the Dean in the management of the faculty and staff, which can include workload planning,…
Note that applications are not being accepted from your jurisdiction for this job currently via this jobsite. Candidate preferences are the decision of the Employer or Recruiting Agent, and are controlled by them alone.
To Search, View & Apply for jobs on this site that accept applications from your location or country, tap here to make a Search:
Search for further Jobs Here:
