Administrative Assistant: Permanent Full-Time

Employment Group
CUPE

Position Number
00116

Division
Faculty of Academic and Career Preparation

Department
English Language Learning Department

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, Monday to Friday

Pay Level
CUPE 8: $31.48 per hour

Appointment Start Date
30-Nov-2026

Additional Information
Appointment start date may adjust to accommodate the hire process timing.

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

Posted Date

08-Oct-2026

Closing Date

28-Oct-2026

Job Reference

3064

Documents
~CUPE Self-Declaration Form (Word, 40.35kb)

Duties:
Provide front-line customer service for students, faculty and the general public in person, by phone and by email. Work closely with Registration, Records, and Financial Aid, and provide information and respond to inquiries from the Welcome Centre, Advising, Accessibility Services and The Gathering Place. Maintain privacy and confidentiality.
Provide administrative support to Academic and Career Preparation programs including: Adult Basic Education, Literacy, Workplace Essential Skills and Training, Indigenous University Bridging, English Language Learners, and Volunteer Tutor Program. Provide assistance, training, and guidance to faculty and staff on assessment processes and departmental procedures.

Review transcripts, course enrolment requirements/prerequisites, or assessment results and initiate a course of action for students (e.g., register, refer to an advisor or department Chairs). Monitor class waitlists.Meet cyclical demands of course offerings, design and prepare brochures, information sheets, schedules, calendars, timetables and packages; design and create spreadsheets, charts, reports, forms, pamphlets, or other written material.
Order and manage textbooks and textbook loans. Order supplies, schedule meetings, take minutes, distribute mail, maintain and troubleshoot office equipment.
Complete general updates on the administrative area, faculty or department website (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.
Required Qualifications:
One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Minimum of three years of experience in higher education administration. An equivalent combination of education and experience may be considered.

• Demonstrated relational database understanding;
• ability to use spreadsheet software features;
• demonstrated intercultural experience;
• patience and excellent communication skills;
• ability to work in a busy, changing environment that requires the ability to shift detailed focus quickly.
• Students are English language learners and often new to Canada; therefore, this position requires a high level of intercultural competency.
• Experience with Access databases and SAWS.
• Excellent knowledge of Excel.

Preferred Qualifications:

• Two-year diploma in a related field from an appropriately accredited institution.
• Experience in educational programming context, e.g., familiarity with faculty support, student support, and timetabling.
• Training in intercultural communication and / or intercultural conflict resolution.
• Proficiency in a language other than English.
• Valid class 5 BC Driver's License and have a confirmed satisfactory driving record.

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.