Office Assistant, Academic and Career Preparation at Vancouver Island University

Office Assistant, Academic and Career Preparation

Employment Group

CUPE

Position Number

00114

Division

Faculty of Academic and Career Preparation

Department

Academic and Career Preparation Administration

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.00

Workload

35 hours per week. Monday to Friday. Scheduled hours will be 8am - 3:30pm M/W/Th/F; Tuesdays 9:30am - 5pm. Hours may vary based on operational needs.

Pay Level

CUPE 8: $31.48 per hour

Appointment Start Date

14-Sep-2026

Applicant Documents

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

Posted Date

30-Jul-2026

Closing Date

12-Aug-2026

Job Reference

Duties

Provide front-line customer service for students, faculty and the general public in person, by phone and by email. Work closely with Registration, Records, and Financial Aid, and provide information and respond to inquiries from the Welcome Centre, Advising, Accessibility Services and The Gathering Place. Maintain privacy and confidentiality.

Provide administrative support to Academic and Career Preparation programs including: Adult Basic Education, Literacy, Workplace Essential Skills and Training, Indigenous University Bridging, English Language Learners, and Volunteer Tutor Program. Provide assistance, training, and guidance to faculty and staff on assessment processes and departmental procedures.

Registration: review transcripts, course enrolment requirements/prerequisites, or assessment results and initiate a course of action for students (e.g., register, refer to an advisor). Monitor class waitlists.

Meeting cyclical demands of course offerings, design and prepare brochures, information sheets, schedules, calendars, timetables and packages; design and create spreadsheets, charts, reports, forms, pamphlets, or other written material. Order and manage textbooks and textbook loans. Order supplies, schedule meetings, take minutes, distribute mail, manage photocopy accounts and monthly audit, maintain and troubleshoot office equipment.

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

One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Minimum five years' experience. An equivalent combination of education and experience may be considered.

Ability to work independently in a busy environment. Ability to prioritize work and switch between detailed tasks quickly. Demonstrated proficiency in MS Office and 50 wpm typing speed.

Sensitivity to work with diverse clients who have a variety of circumstances that require patience, empathetic service, and guidance.

Preferred Qualifications

Knowledge of VIU academic programs, operational systems (ie. registration, student records, and scheduling and workload systems) and relevant post-secondary administrative experience.

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.