Duties and Responsibilities:
PROGRAM AND SERVICES SUPPORT
Provides programming and services support.
Schedules student appointments and coordinates with staff office hours (e.g. PLAR, career coaching).
Tracks and reports student and employer attendance and engagement.
Tracks student progress through PLAR.
Liaises with various departments regarding programming, events, and services.
Assists with workshops, presentations, student appointments, and programming as needed.
Checks for accuracy, processes, and tracks student timesheets. Compares with work contracts and allocations.
Primary user of CareerLink. Liaises with vender regarding use and solutions.
Processes employer registrations and job postings in CareerLink.
Assists students with CareerLink access, use, and problems (e.g. password reset).
Creates and publishes advertising, forms, surveys, and other in CareerLink
Processes requests for student records, class lists, CRNs, and grade submissions.
Liaises with Human Resources for student employment contracts.
Processes student requests for records, business cards, and other.
Prepares reimbursement for PLAR assessors.
Provides support and direction for student workers.
Provides administrative support to CECE staff that includes document preparation, formatting, proofreading, and delivery.
Receives content from staff to prepare documents (e.g. letters, spreadsheets, reports, information guides, memos)
Uses a variety of processing software and templates (e.g. MS Office Suite, UFV templates, Adobe, Visio)
Follows UFV and departmental communication guides and policies in preparing documents.
Receives draft documents from CECE staff and carefully proofreads and formats documents.
Follows staff instructions for delivery of documents.
Assists in the preparation of Calendar material, governance materials, and committee materials.
Renews CECE memberships, licenses, and affiliations.
Manages office records and reports. Secures confidential items.
Monitors CECE expenses and assists with purchasing and delivery.
Responds to internal and external inquiries by phone, email, drop-in, or other means of correspondence; problem solving as appropriate, and follow up as required.
Provides information on programs and services to other departments, students, employers, outside agencies, and others.
Gathers information from employers, recruiters, faculty, clubs, and others about career-related events for students. Arranges for rooms and resources as required. Invoices and collects payment as needed.
Answers questions fully and seeks unknown information from other staff before replying to inquirer. Refers decisions to the appropriate staff person.
Keeps voice mail and out-of-office email messages current.
Opens general mail and distributes private mail.
Schedules CECE and other meetings. Prepares agendas, minutes and all meeting materials.
Gathers information from the meeting organizer/requester regarding preferred dates/times, location, resources, guests, and attendees.
Books meeting spaces and resources.
Schedules meetings in Outlook, invites attendees, and includes meeting information and resources.
Gathers agenda items and meeting materials and distributes minutes and additional materials.
Cancels or reschedules meetings when directed by the meeting organizer/requester.
Updates meeting organizer/requestor on attendance and regrets and incoming agenda items.
Assists with and attends CECE and community events.
Contributes to the planning and execution of CECE events. Co-operates with event organizer.
Liaises with student workers and volunteers that assist in events.
Confirms CECE’s participation in UFV and community events and schedules in appropriate Outlook calendars.
Gathers information from the event organizer about targeted audience, set up, and program promotion.
Corresponds with event organizer and relays information to CECE staff.
Arranges for equipment, resources, and refreshments to be delivered to and from the event.
Promotes events to students, staff, faculty, employers, and other stakeholders.
Sets up and takes down the event.
Attends event and provides information and promotional items for CECE programs and services.
Monitors event-related revenues and expenses. Issues invoices and tracks payment. Arranges payment for event expenses.
SECURITY, BUILDING, AND TECHOLOGY REPORTING
Reports security, facility, and technology problems.
Receives information from staff, faculty, students, and visitors regarding security, building, or technology problems.
Records the problem and relays the information to the appropriate receiver (e.g. security, 911, IT Service Desk, Facilities etc.).
Relays information from the receiver to the appropriate CECE staff member for decision and/or action (e.g. decision with budget implications).
Assists with access requests for staff and students for physical and electronic resources.
Prepares the administrative forms and arranges for building or office access (e.g. keys, FOBs, security, etc.).
Follows procedures for distribution and return of keys and FOBs.
Arranges for network access and account (e.g. access to department drive, new network account, email account, etc).
Arranges the loaning out equipment and resources for staff and students.
MARKETING AND EXTERNAL OUTREACH
Assists with student and employer engagement strategies and activities.
Sources branded promotional items and prepares purchasing forms.
Attends classroom visits and information sessions and provides information on programs and services.
Gathers marketing materials and distributes to desired audience (e.g. students, employers, faculty).
Co-operates with Marketing and Communications to share and distribute information.
Creates announcements and disseminates information to large audiences through new and established communication networks (e.g. UFV Now, CareerLink, TV screens on campus).
Liaises with various UFV departments to share and distribute information
Offers suggestions and feedback for new or existing marketing materials.
Uses templates to prepare and distribute marketing materials (e.g. posters, post cards).
Uses software and tools to create marketing items (e.g. digital camera, digital editing software)
WEBSITE AND DIGITAL ENGAGEMENT
Maintains CECE’s website and content for online communications.
Adds content for events, programs, resources, and opportunities to appropriate areas of the website.
Liaises with stakeholders to mirror shared information on multiple webpages.
Keeps website information current by removing expired information.
Offers suggestions and feedback for changes to the website.
Follows UFV and departmental communication guides and policies for online communications.
Creates content for social media and digital engagement
Primary user for social media accounts.
Plans and creates content to meet engagement strategies.
Runs contests and supports synchronous digital events (e.g. employer panels, networking events).
Uses software and tools to create digital content (e.g. digital camera, digital editing software).
Responds to inquiries in social media about CECE programs and services.
Cooperates with all members of the CECE Team and stakeholders of CECE.
Contributes to CECE initiatives and represents CECE on other UFV and external community working groups and committees.
Performs other tasks as required in a timely, efficient, and confidential manner.’
The successful application must have:
Completion of a certificate in office administration from a recognized post-secondary institution.
Minimum three (3) years’ experience working in an office environment.
Knowledge of the Centre for Experiential and Career Education, its programs and services.
Proven experience interacting with students, faculty, employers, and community stakeholders.
Preference will be given to those who have experience working in a university setting.
Experience in a career services or Co-op Ed environment an asset.
Experience in supporting or participating in PLAR initatives/programming an asset.
Strong office, proofreading, and organizational skills.
Proven experience in digital communications and engagement strategies.
Proficient in Microsoft Office, Terminal 4, FAST, and Banner.
Experience with providing support for special events, marketing strategies, and engagement strategies.
Ability to work independently with minimum supervision and ability to multi-task in a fast-paced environment.
This position requires work at multiple campus locations (Abbotsford, Chilliwack, Mission, and Hope), and working flexible hours including evenings and weekends, personal and reliable transportation.
The University of the Fraser Valley is located on the unceded (ancestral) territory of the Halq'eméylem-speaking peoples. We express our gratitude and respect for the honour of living and working in S’olh Temexw (Our World; Our Land). In all that we do, UFV strives to support and honour the Stó: lo peoples goals of self-determination and well-being on these lands. A commitment to Indigenization and Reconciliation is core to our institutional Vision and our Education Plan. This commitment includes the goal of centering Indigenous ways of knowing throughout our organization, recognizing our responsibilities to community, and a multi-year plan to increase the number of Indigenous faculty, staff, and administrators working at UFV.
UFV has four campus locations within the beautiful Fraser Valley in British Columbia. Recognized as one of BC's top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence. At UFV, you will serve a vibrant community, and shape the future of 15,000 students.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. In an effort to be both environmentally and fiscally responsible, UFV will contact only candidates receiving an interview. We thank all applicants for considering UFV for employment. Shortlisted applicants may be required to undergo a criminal record check and/ or a verification of their education credentials.
UFV is committed to the principle of equity in employment.