Please see Special Instructions for more details.
Vancouver Community College is committed to maintaining a workforce that represents the diverse community we serve and we encourage all qualified applicants.
Position Information
Posting Number: 25AC0002
Position Title: Administrative Assistant
Pclass #: SS289
Who We Are
We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.
For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.
At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.
We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.
Position Summary
The Administrative Assistant works as an integral member of the department and is responsible for providing administrative support to the strategic and operational activities of the department with minimum supervision. Responsibilities require independent initiative, problem-solving, organizational abilities, as well as sound judgment. This role maintains a high degree of confidentiality and must act with diplomacy and tact when dealing with issues of a sensitive nature.
Duties & Responsibilities
* Establish and maintain effective working relationships with all constituencies of the College: administration, faculty, support staff, students, external stakeholders, and the public.
* Provide administrative support to the Supervisor, internal/external committees, and organizations for which the Supervisor assumes major responsibility.
* Coordinate meetings and provide administrative support for chaired meetings, including preparation and distribution of agenda and backup materials, attending meetings, preparing and circulating minutes, and taking appropriate follow-up action as required.
* Manage the Supervisor’s calendar, including scheduling meetings, establishing suitable venues, preparing materials for meetings, arranging catering and parking, and coordinating travel and accommodations.
* Coordinate and track financial information for the Supervisor, including reviewing monthly Finance reports and preparing and recording budget information.
* Handle telephone calls, greet and provide information to visitors, determine appropriate actions, and make appropriate referrals.
* Coordinate communications with stakeholders concerning department events and oversee related activities.
* Produce correspondence, minutes, reports, and presentation material, including composing and distributing correspondence related to delegated administrative matters.
* Track departmental attendance information for review by the Supervisor.
* Oversee various administrative tasks, including sorting and distributing incoming mail, screening correspondence, and composing replies for the Supervisor’s signature.
* Maintain filing and securing of relevant correspondence, college records, minutes, and other documents.
* Order office materials and supplies.
* Reconcile the Department purchasing cards monthly and create web requisitions for department purchases.
* Ensure the smooth functioning of the Supervisor’s office in their absence, using initiative and good judgment.
* Perform other related duties as required.
Qualifications
Education and Experience
* Completion of Grade 12, supplemented by two years of post-secondary education, including courses in office management and business administration.
* Four years of recent related senior administrative experience in a similar capacity, preferably within a unionized post-secondary academic support setting, or an equivalent combination of training and/or experience may be substituted for the required qualifications.
Skills and Abilities
* Demonstrated excellent customer service focus and skills.
* Exhibit a high degree of sensitivity, tact, discretion, and respect for confidentiality.
* Excellent written and verbal communication and analytical skills.
* Ability to think critically and perform assignments with minimal supervision.
* Ability to analyze data and statistical reports.
* Demonstrated ability to take and transcribe minutes of meetings accurately.
* Ability to coordinate events as directed.
* Possess superior English language capabilities.
* Outstanding organizational, computer, and secretarial skills (minimum 65 wpm, 80 wpm preferred).
* Knowledge of general accounting practices and budget processes.
* Strong working knowledge of the BC post-secondary education system.
Salary Range - Prorated based on FTE
PAYGRADE 24 – $31.96 to $37.43 hourly rate ($2,237 to $2,620 bi-weekly)
Employment Group
Support Staff (CUPE)
Type of Position
Temporary
Employment Type
Full Time
Department
MARKETING & COMMUNICATIONS
Primary Location
This position may require you to work at all VCC locations.
Is this posting only for internal applicants?
No
Desired Start Date
01/14/2025
Position End Date
04/25/2025
Number of Hours per Week
35
Work Schedule
Monday – Friday 8:30-4:45pm
Eligible for Fortnight
Yes
Posting Open Date
01/16/2025
Posting Close Date
01/29/2025
Is this a pooled posting?
No
Supplemental Questions
Required fields are indicated with an asterisk (*).
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