Administrative Assistant, Committee

Position: Administrative Assistant, Committee Support
The Administrative Assistant, Committee Support, provides comprehensive and confidential, senior-level administrative support to the Associate Vice-President, Research and Graduate Studies (AVP, R&GS), including complex calendar management, commitment prioritization, and preparation of meeting materials at the Nanaimo campus.

Responsibilities

Is the first point of contact for SRCA inquiries

Coordinates and supports multiple institutional committees (e.g., VIU Research Awards Committee, Graduate Studies Advisory Committee, VIUFA Leave Committee for leave and time awards, the Provost Awards and others as needed.

Schedule meetings; prepare agendas and documentation: use software tools to record, transcribe and distribute detailed minutes; and track and follow up on action items

Administer internal research funding processes, including coordinating calls for applications, adjudication processes, and communications of decisions

Design, implement, and maintain workflows within an electronic research database; provide training and troubleshooting support

Maintain and update SRCA, Research Ethics Board, Animal Care, and Deep Bay Marine Field Station webpages to ensure accuracy and currency of information

Draft correspondence, reports and communications on behalf of the AVP, R&GS and associated committees

Liaise with internal departments (e.g., Board of Governors, President's office, Provost's office, Financial Services, Human Resources, Facilities, IT, and external partners to support operational and committee requirements

Coordinate logistics for meetings, events and retreats, including scheduling room bookings and catering

Manage office operations, including supplies, inventory, records management and general administrative functions

Provides guidance to committee members and staff on processes, policies, and procedures

Support developmental and implementation of policies, procedures, and administrative systems

Performs other related duties as assigned

Required Qualifications
One-year Certificate in Office Administration (or equivalent). Minimum five years of recent related experience, preferably in a post-secondary or research environment. An equivalent combination of education and experience may be considered.

Advanced-level skills in Microsoft Office Suites and office systems

Experience with database systems (preferably electronic research databases), web content systems (preferably Drupal)

Senior-level keyboarding skills (minimum 50 wpm)

Experience supporting multiple committees and complex administrative processes

Strong organizational, time management, and project coordination skills

Ability to manage competing priorities and meet demands in a high-volume, fast-paced environment

Excellent written and verbal communication skills

Strong attention to detail, discretion, and confidentiality

Demonstrated interpersonal skills with tact and professionalism

Ability to work independently and collaboratively

Preferred Qualifications

Bachelor's degree

Experience in a university research or scholarly activity environment

Knowledge of VIU systems policies, procedures, and collective agreements

Experience administering research funding or adjudication processes

Familiarity with:

Tri-Council Policy Statement (TCPS)

Canadian Council on Animal Care CCAC and

Tri-Agency compliance guidelines

EEO Statement

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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