Academic Administrative Assistant Jobs

Position Job Title: Academic Administrative Assistant

Location: Vancouver, BC

Reports To: Director, Academic Operations & Support Services

About University Canada West

University Canada West is an innovative business and technology-oriented, dynamic, and growing institution that was founded in 2005. Based in Downtown Vancouver, the university is defined by its close connections to the business community and a commitment to outstanding student services.

Here, at UCW, we connect recognized, well-established specialists and ambitious young professionals, so they learn from each other and thrive in our diverse environment. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming.

We are privileged to do this work on the unceded, traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here, and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.

Primary Purpose

Reporting to the Director, Academic Operations & Support Services, the Academic Administrative Assistant will provide administrative support for all Academic Department related functions. This role will require liaising with Staff, Faculty, and Students.

Specific Responsibilities

The Academic Administrative Assistant is responsible for the following tasks as well as other related duties as assigned to support the business objectives and purpose of the University:

• Other projects/duties as assigned
• Providing administrative support to Academic Department by providing reception services, scheduling appointments, meetings, recording, and preparing correspondence, reports, and documents as requested or as needed.
• Working collaboratively with other admin assistants and Academic team members to complete administrative tasks for the Academic Department.
• Assisting students by providing initial responses to questions about classes, course registration, etc. using established guidelines and correspondence templates, and redirecting students to appropriate resources and departments.
• Troubleshooting classroom concerns for Faculty teaching on campus.
• Assisting with tracking Faculty documents such as biographies, and other new-hire documents, ensuring that we receive the required documentation for faculty files.
• Troubleshooting account issues with Faculty and supporting them with account set up.
• Redirecting any complaints, concerns, or issues that come to Academic Department to appropriate team members for follow-up and tracking of complaint records.
• Providing administrative support to Faculty, Course Leads, and Department Chairs in their work associated with the course syllabus approval process.
• Participating in on campus orientations and training for new and continuing faculty.
• Contributing to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Creating and compiling our digital and physical files for each of our faculty (including required documents as above).
• Supporting the Academic Department operations team with external and internal resources such as Teams, Moodle, Examity, and Turnitin, and reaching out as necessary to internal IT support or external system help desks as needed.
• Assisting with course content repository updates and loading LOAD course section content in the MyUCW portal.
• Compiling reports and data as required.
• Assisting with Moodle support for both the Academics team and the faculty.
• Managing and tracking information sent to the department such as syllabi, final grades, and exam dates.

Position Requirements

Competencies:

• Proven ability to work independently and in a team
• General knowledge of academic operations and administrative support duties – experience working in an academic setting an asset
• Adaptability and change management skills
• Able to provide respectful, tactful, fair, and efficient service to a culturally diverse group of clients including students, staff, faculty and other affiliates
• Ability to positively engage with students, faculty and staff and constructively problem- solve or troubleshoot
• Evidence of advanced English skills with written skills at a formal university level
• Efficient, effective, and dependable time management and organizational skills
• Advanced computer skills (MS office proficiency – must be proficient in using Microsoft Flow, Power Automate, and Excel)
• Attention to detail and accuracy
• Proven service-oriented focus

Education and Experience:

• Proficient in Microsoft applications
• Basic training in office practices, customer service, and communication
• One-three years’ experience in education or related field in a fast-paced environment or an equivalent combination of education and experience
• Minimum Bachelor’s Degree

Diversity and Inclusivity Statement

University Canada West is strongly committed to equity, diversity, and inclusivity within its community and especially welcomes applications from racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

The University recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care, and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, the University will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].

Land Acknowledgement

The University acknowledges that the territories on which UCW and its campuses are situated are the traditional, ancestral and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and Səl̓ílwətaʔ W(Selilwitulh) Nations. We thank them for having cared for this land since time immemorial, honor their graciousness to the students who seek knowledge here and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.

We greatly appreciate your time and efforts in applying for the position at UCW, however, please note only successful candidates will be contacted.