Administrative Assistant to the Dean (Audain Faculty of Art Job Vancouver area,BC Canada,Administrative/Clerical

Position: Administrative Assistant to the Dean (Audain Faculty of Art)

Temporary Leave Replacement Position

(80% August 24 to December 31, 2026 / 100% January 1 to July 1, 2027)

Hours to be Determined Pay Grade G ($31.92 to $34.14 per hour)
ABOUT EMILY CARR UNIVERSITY OF ART + DESIGN

Situated on unceded, traditional and ancestral xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) territories in Vancouver, Canada, Emily Carr University of Art + Design (ECU) is where creativity meets practice. Ranked among the world’s top 30 universities for art and design (QS 2024), ECU is recognized globally for its hands-on, practice-based teaching and learning environment that equips students to experiment, take risks and drive innovation.

Since 1925, ECU has championed bold ideas and emerging talent through a close-knit, studio-intensive setting that connects students with award-winning faculty, cutting-edge facilities, and real-world opportunities. Today, ECU serves more than 2,400 undergraduate and graduate students, along with thousands more through continuing studies, contributing to Canada’s cultural and creative sectors and shaping the future of art, media, design and research.

Having marked our centennial in 2025, ECU continues to ask what art and design can make possible.
100 years in the making, we are shaping what comes next.

ABOUT

THE ROLE

Reporting to the Dean, Audain Faculty of Art, the Administrative Assistant works closely with the Dean to provide a range of administrative support and to serve as a liaison between the Dean’s office and all other offices and constituencies of Emily Carr University. In addition, the Administrative Assistant provides support to the Faculty on a variety of academic processes, including space allocation, curriculum proposals, and committees.

AS

THE SUCCESSFUL APPLICANT, YOU SHOULD POSSESS

Two Year Diploma in Office Administration or related field.
Minimum three years relevant administrative experience within an academic or related office environment.
Or an equivalent combination of education and experience.
Excellent organizational, communication, and interpersonal skills.
Demonstrated ability to work with initiative, both independently and as a part of a team.
Ability to work under the pressure of constant high demands and deadlines.
Ability to prioritize complex tasks with minimal supervision.
Demonstrated ability to exercise good judgement, tact, and respect for confidentiality.
Proficiency in Microsoft Office, videoconferencing, email, and calendar management.
Ability to take and transcribe minutes with speed, accuracy, and discretion.

TYPICAL DUTIES

Acts as a liaison between the Dean and faculty, staff, students, and the public. Screens, handles, and refers inquiries as appropriate. Provides administrative support to the Dean, including managing appointment calendar, and coordinating travel and accommodation.

Composes correspondence, financial spreadsheets, reports, project presentations, policies and procedures, and other communications for the Dean. Reviews and prepares forms (i.e. timesheets, RA hiring, grade change, field trip, and advising) for the Dean’s signature.

Supports meetings and committees relating to the Dean by arranging meetings, collecting and identifying agenda items, recording and transcribing minutes, and following up on action items.

Assists with budget by reviewing and preparing purchase orders, expense claims, guest artist forms, and credit card reconciliation.

Assists in the coordination of external community partnerships and projects by preparing contracts, and student honorariums.

Coordinates events hosted by the Dean and Faculty, including catering and facilities bookings.

Prepares and disseminates information to faculty and seminar leaders, and provides help and guidance on policies and procedures, way finding, course and program information, and access to classroom supplies and storage.

Assists in the coordination of space allocation by consulting with faculty and technicians, in identifying and notifying students of studio space eligibility, and the Dean in notifying regular and non-regular faculty of assigned permanent and term offices. Identifies and notifies students of…