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Administrative Assistant, Committee Support

Vancouver Island University
Nanaimo, BC

Apply Now

Job details

Full-time
9 days ago

Skills

Drupal
College certificate
Research
Microsoft Office
Databases
Administrative experience
Bachelor's
Typing
Communication skills
Time management

Full job description

Administrative Assistant, Committee Support

Employment Group

CUPE

Position Number

00838

Division

Provost and Vice-President Academic

Department

Scholarship Research and Creative Activity

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.00

Workload

35 hours per week, 7 hours per day, in-person

Pay Level

CUPE 9: $32.84 per hour

Appointment Start Date

29-Jun-2026

Applicant Documents

CV/Resume, Cover Letter, Qualifications , Name and contact information of recent supervisors willing to provide a reference

Posted Date

28-May-2026

Closing Date

10-Jun-2026

Job Reference

2963

Duties:

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.

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

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, our 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 are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
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.

#INDHP

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