Administrative Coordinator, Office of the Dean

Job summary

Provides confidential administrative and program support to the Dean’s Office and departments in its portfolio, serving as a primary contact and resolving or referring issues as appropriate. Coordinates faculty councils and committees, special projects, research initiatives, and events, while ensuring the Dean or Associate Dean is informed of matters requiring attention.

Job details

Job Summary The Administrative Coordinator to the Office of the Dean provides high-level professional and confidential administrative and program support to the Office of the Dean, including all departments in the portfolio. The role is essential in resolving issues and problems, making appropriate referrals, exercising initiative and sound judgement, and ensuring that the Dean and/or Associate Dean is aware of issues that require attention. The incumbent serves as the primary point of contact for internal and external parties, executes a wide range of administrative tasks, and provides comprehensive support for faculty council and committees, special projects, research initiatives, and events. Qualifications Completion of a two-year diploma in a relevant discipline or equivalent from a recognized institution. Minimum five (5) years’ administrative experience, preferably at a post-secondary institution. Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.) and Adobe. Demonstrated professionalism and ability to maintain confidentiality. Highly resourceful, organized, and with a demonstrated ability to self-initiate. Ability to manage multiple deadlines with a high degree of accuracy and attention to detail. Exceptional interpersonal skills, including the ability to work effectively in a team environment. Excellent written/oral communication skills. Exceptional customer service skills. Experience interacting directly with faculty, students, and staff preferred. Experience preparing agenda packages, setting up, taking notes, and preparing minutes for large meetings, following up as needed. Good working knowledge and experience with web design and content management; experience with MyWeb/T4 an asset. Experience in social media administration and content creation and asset. Demonstrated understanding of course and program approval processes at UFV an asset. Experience working with diverse populations. Experience working with Banner, Student FAST, and/or the Business Intelligence Tool an asset. Experience planning events and workshops. How to Apply Please submit your resume and cover letter by the application deadline. About UFV The University of the Fraser Valley is located on the traditional territory of the Halq'eméylem-speaking peoples. We express our gratitude and respect for the honour of living and working in Stó:lo Tém:éxw (Stó:lo Land; Stó:lo World). In all that we do, UFV strives to support and honour the Stó:lo peoples goals of self-determination and well-being on these lands. A commitment to Indigenization and Reconciliation is core to our institutional Vision and Integrated Strategic Plan: IYAQAWTXW — which means House of Transformation. This commitment includes the goal of centering Indigenous ways of knowing throughout our organization, recognizing our responsibilities to community, and a multi-year plan to increase the number of Indigenous faculty, staff, and administrators working at UFV. UFV has campus locations in Abbotsford, Chilliwack, Mission, and Hope in the beautiful British Columbia, and in Chandigarh, India. Recognized as one of BC's top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence. At UFV, you will serve a vibrant community and shape the future of 15,000 students. Indigenization, equity, and diversity are essential to our work as a university. A diverse community fosters the inclusion of voices that have been historically underrepresented and marginalized. At UFV, we are committed to recruiting a diverse workforce that represents the community we proudly serve. We encourage applications from Indigenous peoples, members of groups that experience discrimination due to race, colour, place of origin, ancestry, and/or religion, persons who identify as women and 2SLGBTQ+, and persons with disabilities. We invite applicants to complete a confidential self-identification survey as part of the application process. All questions are voluntary, with an option to decline to answer. Information will be used to support efforts to broaden the diversity of the recruitment process, and results are not shared with the selection committee. Inquiries about the survey may be directed to careers@ufv.ca. Learn more about our commitment to diversity and inclusion. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. In an effort to be both environmentally and fiscally responsible, UFV will contact only candidates receiving an interview. We thank all applicants for considering UFV for employment. Shortlisted applicants may be required to undergo a criminal record check and/ or a verification of their education credentials. UFV is committed to the principle of equity in employment.

What you’ll do

Provides confidential administrative and program support to the Dean’s Office and departments in its portfolio, serving as a primary contact and resolving or referring issues as appropriate. Coordinates faculty councils and committees, special projects, research initiatives, and events, while ensuring the Dean or Associate Dean is informed of matters requiring attention.

Requirements

Requires a two-year diploma in a relevant discipline or equivalent and at least five years of administrative experience; post-secondary experience is preferred. Candidates should have advanced Microsoft Office and Adobe skills, strong communication and customer service abilities, sound judgment, confidentiality, and the ability to manage multiple deadlines accurately; experience with meeting support, web content, social media, events, and university systems is an asset.

Listed skills

• Adobe · Preferred
• Customer service · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Microsoft Office · Preferred
• interpersonal communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Coordination
• Confidentiality
• Judgment and Initiative
• Microsoft Office
• Adobe
• Organization
• Deadline Management
• Attention to Detail
• Interpersonal Communication
• Written and Oral Communication
• Customer Service
• Meeting Coordination
• Agenda and Minutes Preparation
• Web Design and Content Management
• Social Media Administration
• Event Planning

Job areas

• Administrative
• Education
• Customer Service & Support