Divisional/Departmental Assistant 3
About the role
Competition Number
S181435P
Position Title
Divisional/Departmental Assistant 3
Position Number
S99312
Employee Group
Staff
Position Status
Regular Full-Time
Start Date
11/03/2025
End Date (if applicable)
Department
School of Kinesiology
Additional Notes
Location
North Vancouver
Working with us
At Capilano University, learners are our focus. Guided by the goals outlined in Envisioning and Illuminating 2030, employees play an essential role in creating an exceptional learning experience for and with learners and are central to a thriving campus community. Together, we are inspired by imagination and Capilano University is one of the leading teaching-focused universities in British Columbia and one of BC’s Top Employers. Grounded by our sense of purpose, we offer a meaningful, friendly, and dynamic work environment.
In Capilano University’s Faculty of Global and Community Studies our programs concentrate on the physical, social, and economic well-being of our local and global communities. Our faculty members, alongside staff and students, engage in collaborative learning endeavors both within and beyond our campus. Good governance, healthy communities, diversified economies, international development, and opportunities to respectfully explore different cultures and environments are just some of the ways we positively affect the world around us.
Our commitment to excellence is reflected in our faculty, comprised of industry professionals who bring their invaluable real-world experience to the classroom, ensuring our students are well-prepared for the challenges and opportunities of their respective fields.
Be a part of a faculty that promotes stewardship, innovative thinking, and doing, as we contribute to the physical, social, and economic well-being of our communities. Your role will positively affect our learners, the world around us, and contribute to a more interconnected and compassionate global society.
About the role
This is administrative work in support of an instructional unit offering many instructional programs with diverse content, at times of a confidential and sensitive nature. An incumbent in this job is primarily responsible for coordinating the non-academic administrative functions and supervising the support tasks for several instructional programs. Duties include providing customer service to students; orienting faculty to administrative tasks; preparing and processing budgets, faculty workloads, and timetables; processing student applications and block registrations; and assisting with promotional and informational activities. An incumbent receives direction from several Program Coordinators, Convenors or Program Managers, and reports to a Dean.
Illustrative examples of duties
-
Prepares and enters or submits section plans, timetables, faculty workloads, faculty PD proposals and reports, and faculty sick leave reports according to the coordinator’s manual, and in consultation with and for the approval of the Coordinators, Convenors or Program Managers. Contacts the Registrar’s Office and Administrative Analysts to investigate and resolve problems.
-
Prepares operating budgets and capital requests in consultation with and for the approval of the Coordinators, Convenors or Program Managers. Tracks, monitors, and reconciles cost centres including depositing and recording revenue, processing disbursements and charge backs, printing and reviewing management reports, and contacting Financial Services as required. Resolves discrepancies or brings them to the attention of Coordinators, Convenors or Program Managers. Has signing authority within university guidelines. Maintains petty cash fund.
-
Ensures that appropriate funds are collected from students including preparing and submitting exceptional tuition fee requests, collecting, and tracking tuition fee deposits, contacting sponsors to ensure that sponsored fees are collected by Financial Services, and collecting fees for conferences and student retreats. Processes refunds as required.
-
Facilitates communication and arrangements between the university and potential students, current students, alumni, and faculty. Assists in the recruitment of students and the promotion of programs. This includes answering enquiries; referring people to other campus services; preparing calendar and brochure information; arranging student information sessions; uploading information to a web page; drafting and/or revising student handbooks and manuals; and coordinating mailings.
-
Processes student applications and application materials, including portfolios. Screens for completeness of material. Arranges student interviews. Block registers students. Tracks courses taken toward program completion.
-
Prepares program profiles and new course proposals under the direction of the Coordinators, Convenors or Program Managers.
-
Compiles faculty evaluations as instructed by the Dean’s Office and according to the CCFA collective agreement including visiting classrooms to administer student evaluations, collecting other evaluations, and tabulating and preparing material for review by the evaluation committee. This is a sensitive and confidential process.
Experience, competencies & qualifications
-
Completion of two years (approximately 60 credits) of post-secondary business education comparable to the Diploma in Business Administration program offered at Capilano University.
-
Three years of directly related and progressively senior administrative support experience, including experience in an educational setting with significant student contact.
For more information
For more information, please see the complete job description.
Benefits
At Capilano University, we understand that there is more to life than work. That is why we offer comprehensive benefits and support to help you and your family live a balanced life.
Take a sneak peek to see what it is like to work at Capilano University.
Posting Detail Information
Days and Hours of Work
Our standard work week is Monday to Friday, 8:30am – 4:00pm.
Bridge Period (if applicable)
Pay Group
20
Salary
$5,086 per month based on 35 hours per week (with increments up to $5,717)
Union
MoveUP
Job Open Date
09/26/2025
Job Close Date
10/09/2025
Open Until Filled
No
About Capilano University
Capilano University is a regional university based in North Vancouver, British Columbia, with additional programming serving the Sunshine Coast and the Sea-to-Sky corridor. With industry-leading instructors, small classes and over 100 programs across five distinctive faculties, CapU is a unique place where students are encouraged to make their mark, in and out of the classroom. Capilano University is named after Sa7plek (Chief Joe Capilano), an important leader of the Skwxwú7mesh (Squamish) Nation of the Coast Salish Peoples. We respectfully acknowledge that our campuses and are located on the territories of the LíỈwat, xʷməθkʷəỷəm (Musqueam), shíshálh (Sechelt), Skwxwú7mesh (Squamish) and SəỈílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.
Divisional/Departmental Assistant 3
About the role
Competition Number
S181435P
Position Title
Divisional/Departmental Assistant 3
Position Number
S99312
Employee Group
Staff
Position Status
Regular Full-Time
Start Date
11/03/2025
End Date (if applicable)
Department
School of Kinesiology
Additional Notes
Location
North Vancouver
Working with us
At Capilano University, learners are our focus. Guided by the goals outlined in Envisioning and Illuminating 2030, employees play an essential role in creating an exceptional learning experience for and with learners and are central to a thriving campus community. Together, we are inspired by imagination and Capilano University is one of the leading teaching-focused universities in British Columbia and one of BC’s Top Employers. Grounded by our sense of purpose, we offer a meaningful, friendly, and dynamic work environment.
In Capilano University’s Faculty of Global and Community Studies our programs concentrate on the physical, social, and economic well-being of our local and global communities. Our faculty members, alongside staff and students, engage in collaborative learning endeavors both within and beyond our campus. Good governance, healthy communities, diversified economies, international development, and opportunities to respectfully explore different cultures and environments are just some of the ways we positively affect the world around us.
Our commitment to excellence is reflected in our faculty, comprised of industry professionals who bring their invaluable real-world experience to the classroom, ensuring our students are well-prepared for the challenges and opportunities of their respective fields.
Be a part of a faculty that promotes stewardship, innovative thinking, and doing, as we contribute to the physical, social, and economic well-being of our communities. Your role will positively affect our learners, the world around us, and contribute to a more interconnected and compassionate global society.
About the role
This is administrative work in support of an instructional unit offering many instructional programs with diverse content, at times of a confidential and sensitive nature. An incumbent in this job is primarily responsible for coordinating the non-academic administrative functions and supervising the support tasks for several instructional programs. Duties include providing customer service to students; orienting faculty to administrative tasks; preparing and processing budgets, faculty workloads, and timetables; processing student applications and block registrations; and assisting with promotional and informational activities. An incumbent receives direction from several Program Coordinators, Convenors or Program Managers, and reports to a Dean.
Illustrative examples of duties
-
Prepares and enters or submits section plans, timetables, faculty workloads, faculty PD proposals and reports, and faculty sick leave reports according to the coordinator’s manual, and in consultation with and for the approval of the Coordinators, Convenors or Program Managers. Contacts the Registrar’s Office and Administrative Analysts to investigate and resolve problems.
-
Prepares operating budgets and capital requests in consultation with and for the approval of the Coordinators, Convenors or Program Managers. Tracks, monitors, and reconciles cost centres including depositing and recording revenue, processing disbursements and charge backs, printing and reviewing management reports, and contacting Financial Services as required. Resolves discrepancies or brings them to the attention of Coordinators, Convenors or Program Managers. Has signing authority within university guidelines. Maintains petty cash fund.
-
Ensures that appropriate funds are collected from students including preparing and submitting exceptional tuition fee requests, collecting, and tracking tuition fee deposits, contacting sponsors to ensure that sponsored fees are collected by Financial Services, and collecting fees for conferences and student retreats. Processes refunds as required.
-
Facilitates communication and arrangements between the university and potential students, current students, alumni, and faculty. Assists in the recruitment of students and the promotion of programs. This includes answering enquiries; referring people to other campus services; preparing calendar and brochure information; arranging student information sessions; uploading information to a web page; drafting and/or revising student handbooks and manuals; and coordinating mailings.
-
Processes student applications and application materials, including portfolios. Screens for completeness of material. Arranges student interviews. Block registers students. Tracks courses taken toward program completion.
-
Prepares program profiles and new course proposals under the direction of the Coordinators, Convenors or Program Managers.
-
Compiles faculty evaluations as instructed by the Dean’s Office and according to the CCFA collective agreement including visiting classrooms to administer student evaluations, collecting other evaluations, and tabulating and preparing material for review by the evaluation committee. This is a sensitive and confidential process.
Experience, competencies & qualifications
-
Completion of two years (approximately 60 credits) of post-secondary business education comparable to the Diploma in Business Administration program offered at Capilano University.
-
Three years of directly related and progressively senior administrative support experience, including experience in an educational setting with significant student contact.
For more information
For more information, please see the complete job description.
Benefits
At Capilano University, we understand that there is more to life than work. That is why we offer comprehensive benefits and support to help you and your family live a balanced life.
Take a sneak peek to see what it is like to work at Capilano University.
Posting Detail Information
Days and Hours of Work
Our standard work week is Monday to Friday, 8:30am – 4:00pm.
Bridge Period (if applicable)
Pay Group
20
Salary
$5,086 per month based on 35 hours per week (with increments up to $5,717)
Union
MoveUP
Job Open Date
09/26/2025
Job Close Date
10/09/2025
Open Until Filled
No
About Capilano University
Capilano University is a regional university based in North Vancouver, British Columbia, with additional programming serving the Sunshine Coast and the Sea-to-Sky corridor. With industry-leading instructors, small classes and over 100 programs across five distinctive faculties, CapU is a unique place where students are encouraged to make their mark, in and out of the classroom. Capilano University is named after Sa7plek (Chief Joe Capilano), an important leader of the Skwxwú7mesh (Squamish) Nation of the Coast Salish Peoples. We respectfully acknowledge that our campuses and are located on the territories of the LíỈwat, xʷməθkʷəỷəm (Musqueam), shíshálh (Sechelt), Skwxwú7mesh (Squamish) and SəỈílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.