#Secretary, Student Affairs

Employment Group

CUPE

Position Number

00128

Division

Student Affairs

Department

Health and Wellness Centre

Campus

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

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

temporary part-time

Workload

25 hours per week. Monday to Friday, 10AM to 3:30PM. This shift is 5 paid hours per day (including 1 paid 15-minute coffee break) and a 30-minute unpaid lunch in the middle of the shift.

Pay Level

CUPE 6: $28.96 per hour

Appointment Start Date

13-Apr-2026

Appointment End Date

03-Jul-2026

Leave Replacement

Appointment may be extended or end early, depending on return of incumbent.

Applicant Documents

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

Posted Date

12-Mar-2026

Closing Date

18-Mar-2026

Job Reference

2894

Duties:

The Secretary, Student Affairs provides front-line reception and administrative support to Academic Advising and the Health and Wellness Centre (HWC), which includes counselling, primary medical, and physiotherapy services. This position serves as a primary point of contact for students and supports efficient service delivery through scheduling, communications, and coordination across multiple Student Affairs areas.

Duties and Responsibilities

• Act as first point of contact for students, responding to inquiries and appointment requests in person, by phone, and electronically.
• Provide reception support for Academic Advising and the Health and Wellness Centre, responding to inquiries that may involve sensitive or complex situations.
• Schedule and coordinate appointments across multiple online systems and platforms, ensuring accuracy and efficiency.
• Support students experiencing emotional distress with professionalism, empathy, and appropriate referral to internal or external resources, including emergency services when required.
• Check in patients and schedule appointments for Health and Wellness services in accordance with clinic procedures (no direct clinical care).
• Maintain and manage confidential student and patient information in accordance with privacy and institutional requirements.
• Complete regular and time-sensitive website updates and prepare communications related to Health and Wellness and Academic Advising services.
• Create basic communication materials using tools such as Canva and PowerPoint.
• Prioritize and complete administrative tasks independently while maintaining effective communication with supervisors and colleagues.

Required Qualifications:

Office Administration Certificate and three years' recent, related experience. An equivalent combination of education and experience may be considered.

• Experience working in a general office environment; experience in a post-secondary or student services setting is preferred.
• Demonstrated proficiency with computer-based systems, including Microsoft Office and online scheduling platforms.
• Strong organizational, communication, and interpersonal skills.
• Ability to multi-task effectively in a fast-paced, high-volume environment.
• Ability to respond calmly, professionally, and appropriately to students in distress.
• Demonstrated commitment to confidentiality and respectful service delivery to a diverse student population.

Preferred Qualifications:

• Experience with web content management systems (e.g., Drupal).

• Experience using Canva or similar tools.

• Experience with electronic medical records or clinical scheduling systems.

• Training in Non-Violent Crisis Intervention or related crisis response training.

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.