Program Assistant, Program

Duties:

The Inside Out Prison Exchange Program is seeking a highly organized, compassionate, and detail-oriented administrative professional to support the delivery, sustainability, and growth of Inside Out programming. This role is central to the day-to-day administration of university courses delivered inside correctional institutions, while also supporting community partnerships, student services, reporting, and financial processes. The temporary position reports to the Administrative Coordinator, Dean’s office, Faculty of Social Sciences, and works closely with the Program Director, other campus departments, and financial personnel.

Often working within tight timelines, it requires a high degree of efficiency while navigating the policies and procedures related to contact deliveries within VIU.

• Operate as a frontline contact by assisting students, faculty, Corrections BC, and community partners with specific enquiries.
• Provide in-person and online assistance to support activities aligned with the administration of the Inside-Out program, including (but not limited to): course registration, communication/distribution of information to Faculty members, students, and various offices on campus and community partners; support for events and projects; creating promotional materials for the Inside-Out program.
• Order supplies for the program. Process purchase requisitions, expense claims, payments, and reconciliations in coordination with Financial Services. Perform other duties as assigned.

One-year certificate in Office Administration from an appropriately accredited institution. Minimum three years of recent related experience. An equivalent combination of education and experience may be considered.

• Proficiency in Microsoft Office (Word, Excel) and familiarity with databases; experience with design tools such as Canva is an asset.
• Demonstrated ability to plan, organize, develop and implement effective systems and procedures.
• Ability to communicate professionally, effectively, and efficiently both verbally and in writing in both face-to-face and virtual settings.
• Ability to work independently and manage multiple tasks and projects simultaneously as required.
• Experience composing various business communications such as emails, letters, memos, and reports.
• Demonstrated ability to exercise good judgment, tact, diplomacy, and problem-solving skills while working collaboratively with others.

• Experience in a post-secondary institution.
• Experience in maintaining confidential and sensitive information.
• Comfort working with people with diverse backgrounds, including those who are currently or formerly incarcerated.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment include well-being initiatives and services, strategic discounts, and flexible work opportunities.

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 toward greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and 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.