#Administrative and Systems Associate, Centre for Experiential Learning

Employment Group

CUPE

Position Number

01022

Division

Student Affairs

Department

Centre for Experiential Learning

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

28 hours per week. May require some evenings and weekends depending on operational needs.

Pay Level

CUPE 7: $30.19 per hour

Appointment Start Date

27-Apr-2026

Appointment End Date

02-Oct-2026

Additional Information

Appointment may end early or be extended.

Applicant Documents

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

Posted Date

26-Mar-2026

Closing Date

08-Apr-2026

Job Reference

2902

Duties:

The Administrative & Systems Associate plays a significant role working within the Department of Student Affairs for the Centre for Experiential Learning (CEL), reporting to the Director of the Centre for Experiential Learning & Student Engagement. The CEL is a team of professionals with expertise in experiential education and work-integrated learning (WIL), career development, retention, student engagement and employment. The team provides expertise to promote, support and assess applied learning while successfully preparing students to achieve their career goals. Advancing experiential learning for all students and recognizing the importance of non-credit experiential learning by applying holistic development of VIU's graduate attributes, the CEL has introduced several student-focused co-curricular initiatives to encourage students in building professional and leadership competencies. Additionally, the area aids students in their career education and development needs through the Career Studio, a hub where students, staff, and community intersect. This role supports the CEL, Director and Student Affairs in delivering the Foundational Plan for students to "enter with curiosity and leave VIU with confidence."

This role provides extensive administrative support and coordination for programs and services under the CEL. This includes CEL & WIL online career portal and related off-campus external employment relations, student inquiries and event coordination as required. Providing confidential, professional, and resourceful support is critical to the success of this role, as well as being able to juggle a fast-paced, dynamic area with the ability to triage and manage competing priorities is a must. This position is responsible for maintaining and organizing the online career portal (Experience Hub) to support process management within the programs.

Additional responsibilities of this role include:

• Developing and maintaining departmental systems and budgets and designing procedures for processes for CEL and Student Engagement areas.
• Completing data analysis to identify the program's effectiveness.
• Supporting work term records and affiliated processes relating to work-integrated learning.
• Supporting the Director with operations and Centre for Experiential Learning program needs.
• Supporting events across the Centre for Experiential Learning & Student Engagement portfolio.

The Experience Hub online portal is a primary component of this role, acting as the site administrator for various services and programs: register faculty/staff and employer contact information; admit Co-op or Internship students into the coop/internship module; review co-op and/or internship students' work term records; provide training to faculty/staff, students and employers; create training documents for distribution and update as required; track Co-op and Internship students via Experience Hub and SRS (Student Record System); Liaise with Records for potential work-integrated learning courses to request enrollment and course creations. This position requires a strong understanding of relational database concepts and permissions-based user access. The Experience Hub online portal has different modules, all with different sequencing and timing. A great deal of system management, both on the back and user end and troubleshooting for the VIU community occurs.

Completes 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:

University degree in a relevant field from an appropriately accredited institution and minimum three years recent, related experience. An equivalent combination of education and experience may be considered.

• Problem solving, critical thinking and significant written communication skills when collaborating with stakeholders across campus and initiating processes and procedures.
• Strong skills in Word, Excel, Outlook, Publisher, Access, Adobe Acrobat, Orbis Career Portal (web-based career services management system).
• Training in Cloud Database and Software Systems with complex workflow.
• Advanced Skills in technology platforms and communication tools (such as Orbis, FIS, MS Teams, Survey tools, ZOOM, Canva) for creation of documents, collecting information, and managing shared files and documents, virtual and hybrid meetings.
• Minimum one year more of experience demonstrating the ability to configure complex workflows and understand the interworking of an interrelation database.
• Experience providing customer service is essential as this position is the front face for the department and deals with extensive student and outside community contacts.
• Strong ability to communicate verbally and in writing as this position leads processes, trains, and communicates with off campus industry partners and on campus stakeholders.
• Experience working within an educational institution.
• Experience working in a cross-cultural environment or working with international students/individuals.

Preferred Qualifications:

• Experience in a Cooperative Education, Experiential Learning or Career Centre assistant role.

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.