Administrative Assistant, Faculty of Science and Technology

Administrative Assistant, Faculty of Science and Technology

Employment Group

CUPE

Position Number

00038

Division

Faculty of Science and Technology

Department

Science and Technology Administration

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 8: $31.48 per hour

Appointment Start Date

06-Jul-2026

Applicant Documents

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

Posted Date

04-Jun-2026

Closing Date

17-Jun-2026

Job Reference

Duties

The Administrative Assistant provides direct confidential, administrative support to all Faculty of Science and Technology departments in the delivery of academic and technical instruction. The incumbent is the first point of contact for all students, faculty members, staff, and the public, effectively responding to all inquiries, including complex questions, guidance and direction.

This role maintains the day-to-day administrative operations of the Faculty of Science and Technology and requires the ability to work independently, with initiative, good judgement and problem-solving to resolve a variety of routine and emergent issues. Employing excellent communication (verbal and written), interpersonal, and prioritization skills, the Administrative Assistant manages ongoing interruptions in a high traffic, high noise area. The incumbent must have a high level of attention to detail as other tasks of this role include timetabling and scheduling, reporting, and financial accounting. This role liaises with different department contacts throughout the university and requires extensive knowledge of VIU activities, policies and procedures and Science and Technology programs.

Required Qualifications

One year certificate program in office administration from an accredited post-secondary institution. Five years' recent related experience. A combination of education and experience may be considered.

• Demonstrated strong service orientation and cultural sensitivity.
• High level of proficiency in Microsoft Office Suite, experience in Web maintenance, video conferencing (MS teams, Zoom) and the ability to learn new technology.
• High level of proficiency with office procedures, keyboarding, electronic file management.
• Excellent interpersonal and communication skills, both written and verbal.
• Strong organizational skills, ability to maintain records effectively and efficiently.
• Ability to work independently with limited direction/supervision.
• Experience working in a confidential work environment and the ability to handle confidential and/or sensitive information.
• Ability to deal effectively with individuals who are under high levels of stress.
• Ability to accurately and efficiently multi-task, and problem solve under pressure.

Preferred Qualifications

• Knowledge of VIU systems such as FIS, SRS, SAWS, Unit 4, Drupal, preferred.
• Experience working in a post-secondary environment preferred.

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.