Coordinator, Dean’s Office - School of Arts and Sciences
Top Benefits
About the role
Pclass #
SS252
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 Coordinator, Dean’s Office is an integral member of the department and is responsible for providing support to strategic and operational activities of the department under minimum supervision, ensuring the smooth operation of the Dean’s Office. This role manages daily operations and communications from the Dean’s Office, project and event management, oversees timelines and processes, and plans and prepares for School related meetings. This role maintains a high degree of confidentiality and must act with high levels of tact and diplomacy when dealing with Under sensitive nature.
Please note: This job description is under review.
Duties & Responsibilities
-
Provides administrative support to the Dean and Dean’s Office leadership. Manages activities that fall under the jurisdiction of the Dean, including daily operational processes, such as office and calendar management and internal and external committees.
-
Under the direction of the Dean, distributes communication from the Dean’s Office to internal and external stakeholders. Works with cross functional teams including Academic Associate Directors, Operations Managers, Department Leaders and other Dean’s Office Coordinators to ensure alignment in communications; ensures any sensitive communication is reviewed with the Dean prior to distribution.
-
Responds to telephone calls, written correspondence; greets and meets Dean’s office visitors, determines appropriate actions and makes appropriate referrals. Redirects school staff with technology inquiries such as Banner, SharePoint, FAST to the appropriate department.
-
Establishes and maintains effective working relationships with all constituencies of the College including administration, faculty, support staff, students, external stakeholders and the public. Liaises across departments, faculties and programs to obtain information as required by the Dean.
-
As directed and approved by the Dean, coordinates and organizes special projects and events; meets set timelines, budget, and ensures compliance with the college’s policies and procedures.
-
Coordinates various meetings and provides administrative support for chaired meetings including preparation and distribution of agenda and back up materials, attending meetings, recording, preparing and circulating minutes. Effectively communicates decisions, deliverables, action items, and important information following meetings to the appropriate internal & external stakeholders.
-
Collects large amount of data from various sources and platforms; verifies and compiles data for planning and reporting purposes. Prepares and produces presentation materials and reports as requested to support the administrative requirements of the office.
-
Under the direction of the Dean and in collaboration with the Associate Director, Finance and other Academic leaders, assists with financial tracking and monitoring and may assist with budget preparation and reporting.
-
Creates requisitions from operating and capital budgets, tracks purchase, reconciles and prepares invoices for payment. Reconciles monthly corporate card statement for the Dean.
-
Establishes and maintains efficient system for records and information management. Ensures privacy and security of records and information.
-
Takes initiative to research problems, analyze potential solutions, and present recommendations to the Dean and Associate Director. Maintains departmental statistics as appropriate for future decision-making purposes.
-
Contributes to the strategic planning of the Dean’s Office to constantly improve operations and operational effectiveness. Proactively suggests ways to improve and better use technology, including AI.
-
Provides guidance to support staff in carrying out administrative tasks and responsibilities in compliance with college policies and procedures, as needed. Provides support on faculty related inquiries such as entitlements to vacation, professional development, and time-status.
-
Assists in the coordination of support staff training, sponsored by the Dean’s Office.
-
Supports the Associate Director in providing direction and scheduling of support staff as needed.
-
Enters and maintains contracts in the college’s contract record system.
-
Coordinates travel and accommodation arrangements and manages related tasks as required.
-
Performs other duties related to the qualifications and requirements of the position.
Qualifications
Education and Experience
- Completion of 2-year College program in related disciplines, which may include 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
- An equivalent combination of training and/or experience may be substituted for the required qualifications.
Skills and Abilities
-
Demonstrated excellent customer service focus, initiative and problem-solving skills.
-
Exhibits a high degree of sensitivity, tact, discretion and respect for confidentiality.
-
Excellent written and verbal communications and analytical skills, including ability to compose non-routine correspondence and research and prepare reports and presentations independently.
-
Ability to think critically and perform all assignments with minimal supervision, make decisions independently with appropriate judgement and under time pressure.
-
Effective organizational and time management skills with the ability to prioritize and manage a considerable workload while meeting deadlines.
-
Experience with project and event management, with a keen sense of accountability
-
Ability to research, analyze and compile data and statistical reports and information.
-
Good financial literacy and budgetary aptitude.
-
Demonstrated ability to take and transcribe minutes of meetings with speed and accuracy and experience with the mechanics of board/committee functioning.
-
Superior English language capabilities, including demonstrated knowledge of English usage, spelling, grammar and punctuation.
-
Outstanding organizational, computer(minimum 65 wpm) and administrative skills
-
High level of competence in MS Office including Outlook, Word, Excel and PowerPoint with an aptitude and comfort with innovative uses of technology.
-
Strong working knowledge of the BC post-secondary education system.
Salary Range - Prorated based on FTE
PAYGRADE 26 – $35.63 to $41.74 hourly rate ($2,494 to $2,922 bi-weekly)
Posting Detail Information
Employment Group
Support Staff (CUPE)
Type of Position
Permanent
Employment Type
Full Time
Department
ADMIN SCHOOL OF ARTS AND SCIENCES
Primary Location - This position may require you to work at all VCC locations.
Broadway
Is this posting only for internal applicants?
Desired Start Date - May be subject to change
07/02/2025
Position End Date - For Temporary Positions
Vacation Blackout Dates
Number of Hours per Week
35
Work Schedule - Hours may vary according to the needs of the Department
Monday – Friday, 8:30 am to 4:45 pm.
Eligible for Fortnight
Yes
Special Instructions to Applicant
Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants to apply.
Posting Open Date
06/27/2025
Posting Close Date
07/11/2025
Is this a pooled posting?
No
Coordinator, Dean’s Office - School of Arts and Sciences
Top Benefits
About the role
Pclass #
SS252
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 Coordinator, Dean’s Office is an integral member of the department and is responsible for providing support to strategic and operational activities of the department under minimum supervision, ensuring the smooth operation of the Dean’s Office. This role manages daily operations and communications from the Dean’s Office, project and event management, oversees timelines and processes, and plans and prepares for School related meetings. This role maintains a high degree of confidentiality and must act with high levels of tact and diplomacy when dealing with Under sensitive nature.
Please note: This job description is under review.
Duties & Responsibilities
-
Provides administrative support to the Dean and Dean’s Office leadership. Manages activities that fall under the jurisdiction of the Dean, including daily operational processes, such as office and calendar management and internal and external committees.
-
Under the direction of the Dean, distributes communication from the Dean’s Office to internal and external stakeholders. Works with cross functional teams including Academic Associate Directors, Operations Managers, Department Leaders and other Dean’s Office Coordinators to ensure alignment in communications; ensures any sensitive communication is reviewed with the Dean prior to distribution.
-
Responds to telephone calls, written correspondence; greets and meets Dean’s office visitors, determines appropriate actions and makes appropriate referrals. Redirects school staff with technology inquiries such as Banner, SharePoint, FAST to the appropriate department.
-
Establishes and maintains effective working relationships with all constituencies of the College including administration, faculty, support staff, students, external stakeholders and the public. Liaises across departments, faculties and programs to obtain information as required by the Dean.
-
As directed and approved by the Dean, coordinates and organizes special projects and events; meets set timelines, budget, and ensures compliance with the college’s policies and procedures.
-
Coordinates various meetings and provides administrative support for chaired meetings including preparation and distribution of agenda and back up materials, attending meetings, recording, preparing and circulating minutes. Effectively communicates decisions, deliverables, action items, and important information following meetings to the appropriate internal & external stakeholders.
-
Collects large amount of data from various sources and platforms; verifies and compiles data for planning and reporting purposes. Prepares and produces presentation materials and reports as requested to support the administrative requirements of the office.
-
Under the direction of the Dean and in collaboration with the Associate Director, Finance and other Academic leaders, assists with financial tracking and monitoring and may assist with budget preparation and reporting.
-
Creates requisitions from operating and capital budgets, tracks purchase, reconciles and prepares invoices for payment. Reconciles monthly corporate card statement for the Dean.
-
Establishes and maintains efficient system for records and information management. Ensures privacy and security of records and information.
-
Takes initiative to research problems, analyze potential solutions, and present recommendations to the Dean and Associate Director. Maintains departmental statistics as appropriate for future decision-making purposes.
-
Contributes to the strategic planning of the Dean’s Office to constantly improve operations and operational effectiveness. Proactively suggests ways to improve and better use technology, including AI.
-
Provides guidance to support staff in carrying out administrative tasks and responsibilities in compliance with college policies and procedures, as needed. Provides support on faculty related inquiries such as entitlements to vacation, professional development, and time-status.
-
Assists in the coordination of support staff training, sponsored by the Dean’s Office.
-
Supports the Associate Director in providing direction and scheduling of support staff as needed.
-
Enters and maintains contracts in the college’s contract record system.
-
Coordinates travel and accommodation arrangements and manages related tasks as required.
-
Performs other duties related to the qualifications and requirements of the position.
Qualifications
Education and Experience
- Completion of 2-year College program in related disciplines, which may include 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
- An equivalent combination of training and/or experience may be substituted for the required qualifications.
Skills and Abilities
-
Demonstrated excellent customer service focus, initiative and problem-solving skills.
-
Exhibits a high degree of sensitivity, tact, discretion and respect for confidentiality.
-
Excellent written and verbal communications and analytical skills, including ability to compose non-routine correspondence and research and prepare reports and presentations independently.
-
Ability to think critically and perform all assignments with minimal supervision, make decisions independently with appropriate judgement and under time pressure.
-
Effective organizational and time management skills with the ability to prioritize and manage a considerable workload while meeting deadlines.
-
Experience with project and event management, with a keen sense of accountability
-
Ability to research, analyze and compile data and statistical reports and information.
-
Good financial literacy and budgetary aptitude.
-
Demonstrated ability to take and transcribe minutes of meetings with speed and accuracy and experience with the mechanics of board/committee functioning.
-
Superior English language capabilities, including demonstrated knowledge of English usage, spelling, grammar and punctuation.
-
Outstanding organizational, computer(minimum 65 wpm) and administrative skills
-
High level of competence in MS Office including Outlook, Word, Excel and PowerPoint with an aptitude and comfort with innovative uses of technology.
-
Strong working knowledge of the BC post-secondary education system.
Salary Range - Prorated based on FTE
PAYGRADE 26 – $35.63 to $41.74 hourly rate ($2,494 to $2,922 bi-weekly)
Posting Detail Information
Employment Group
Support Staff (CUPE)
Type of Position
Permanent
Employment Type
Full Time
Department
ADMIN SCHOOL OF ARTS AND SCIENCES
Primary Location - This position may require you to work at all VCC locations.
Broadway
Is this posting only for internal applicants?
Desired Start Date - May be subject to change
07/02/2025
Position End Date - For Temporary Positions
Vacation Blackout Dates
Number of Hours per Week
35
Work Schedule - Hours may vary according to the needs of the Department
Monday – Friday, 8:30 am to 4:45 pm.
Eligible for Fortnight
Yes
Special Instructions to Applicant
Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants to apply.
Posting Open Date
06/27/2025
Posting Close Date
07/11/2025
Is this a pooled posting?
No