Administrative Assistant, Student Affairs

The Cowichan Campus of Vancouver Island University plays a significant role in Duncan, the Cowichan Valley, and neighboring communities by offering a diverse range of practical and innovative educational programs and services tailored to the unique needs of the local community. The campus is dedicated to supporting learners in their transition to meaningful careers and further education. It encompasses various areas such as University Programming, Trades Training, Adult Basic Education, Literacy and Employability Skills, Health Sciences and Human Services, Education, Contract Services, as well as Professional Development and Training. Every member of the Cowichan Campus staff is highly valued and regarded as a valuable team player, committed to representing VIU's educational initiatives and other activities in an informed, approachable, accessible and inclusive manner.

Employment Group

CUPE

Position Number

00181

Division

Cowichan Campus

Department

Student Affairs Cowichan

Campus

Cowichan campus (Duncan) *Successful candidates must be able to attend in person on campus as required.

Location

Duncan, British Columbia

Country

Canada

Appointment Type

regular part-time

Workload

30 hours per week. Monday to Friday, 8:30am-2:30pm, increasing to 35 hours per week in January and September. Additional hours are to be reported by timesheet.

Pay Level

CUPE 9: $32.84 per hour

Start:

As soon as possible.

Applicant Documents

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

Posted Date

07-May-2026

Closing Date

13-May-2026

Job Reference

2941

Duties:

The Administrative Assistant provides comprehensive and confidential administrative support to the Student Affairs at the Cowichan Campus, including Advising, Counselling, Accessibility Services, Indigenous Student Services, Assessment and Exam Services, and Financial Aid. The role also supports campus operations outside of Student Affairs, including the Welcome Centre, Adult Basic Education support, the Campus Store, and External Room Rentals, including processing payments and handling financial transactions related to retail and facility bookings.

As the primary point of contact for students, faculty members, staff, and the public, the incumbent responds to wide range of inquiries and triaging concerns and using sound judgement and discretion. The role is the first point of contact for students experiencing distress or crisis, and requires the ability to respond calmly, empathetically, and professionally while maintaining appropriate boundaries and confidentially.

This position coordinates daily administrative operations, including scheduling, records management, document preparation, intake processes, and general office support. The incumbent works independently, manages competing priorities, and frequent interruptions, and maintains a strong working knowledge of VIU systems, policies, procedures and advanced proficiency in MS Office to ensure accurate and responsive services delivery.

Required Qualifications:

Office Administration Certificate or one-year post-secondary equivalent education from an accredited institution. Minimum three years' recent relevant experience. An equivalent combination of education and experience may be considered.

• Advanced proficiency in Microsoft Office and demonstrated ability to navigate multiple software systems (e.g. scheduling platforms, student information systems)
• Intermediate-level keyboarding speed of 50 wpm.
• Demonstrated superior interpersonal and communication skills in a front-line service environment
• Ability to problem solve and work under pressure during peak times and within deadlines.
• Ability to manage competing priorities in a high-volume environment with frequent interruptions.
• Experience working in a culturally diverse and student-centered environment.
• Ability to work in a team-oriented/shared office environment.
• Ability to respect and maintain confidentiality when handling sensitive student and staff information.
• Ability to work independently and set priorities.
• Physical ability to lift up to 20 kgs occasionally.

Preferred Qualifications:

• Experience in a post-secondary or student services environment.

• Demonstrated ability to manage competing priorities in a high-volume, front-line setting.

• Ability to work independently in a fast-paced, interruption-driven environment.

• Advanced proficiency in Microsoft Office, including Outlook, Teams, Word, and Excel.

• Hands-on experience with Jane, Experience Hub, and student information systems (e.g, SRS) or comparable platforms.

• Working knowledge of online registration or even platforms (e.g. Showpass or similar tools).

• Strong understanding of privacy legislation (e.g. FOIPPA) and confidential records management

• Proven ability to coordinate complex schedules across multiple service areas

• Familiarity with administering accommodated exams or supporting confidential academic processes

• Exposure to room booking coordination, contracts, or event logistics.

• Ability to respond professionally in sensitive or crisis-related situations.

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.