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Posting number 2019.064
Position Assistant to the Associate Vice-President, Institutional Research & Integrated Planning
Department Institutional Research & Integrated Planning
Location Abbotsford
Contract type Staff, 100% full-time, Temporary
Start date As soon as possible after closing date
End date September 6, 2019
Salary scale $3,674.57 - $4,434.92 per month (Staff pay group 6)
Closing date April 4, 2019

About UFV

The University of the Fraser Valley (UFV) is nationally recognized for its emphasis on teaching excellence, experiential and applied education, community engagement, and Indigenization. UFV is the school of choice for over 15,000 students. With six campuses and centres, UFV offers undergraduate and graduate programs in the arts, sciences, and professional studies, as well as trades and technology education, university preparation, and continuing education.

At UFV, we are dedicated to changing lives and building community. Our educational goals are to prioritize learning everywhere; be flexible and responsive; collaborate across boundaries; develop local and global citizenship; and integrate experiential learning. A British Columbia “Top Employer”, we are committed to providing a welcoming, inclusive and dynamic learning and working environment that is fair and respectful of everyone. Our culturally diverse employee and student populations reflect the local, national, international and Indigenous communities we serve. If you see yourself as a lifelong member of a community that values and nurtures innovation and creativity, cultivates leadership and citizenship, and where success builds on success, you belong at UFV.

Posting details

Reporting to the AVP, Institutional Research and Integrated Planning, the Assistant is responsible for supporting office management, conducting research, assisting with projects, and providing confidential administrative support to the AVP. The Assistant is the first point of contact for the Institutional Research and Integrated Planning office. Exercising initiative and sound judgement, the Assistant to the AVP will:

Office Management

  • Support office management by tracking processes, accountabilities, and deadlines.
  • Responsible for the department’s records management.
  • Oversee the coordination and prioritization of the AVP’s schedule and ensure the AVP is aware of issues that require attention.
  • Deal with delicate situations with a high level of diplomacy, and make referrals when necessary and appropriate.

Research & Projects

  • Research and compile information for reports and/or projects; conduct surveys; and assist with various projects.
  • Make recommendations to the AVP based on research.
  • Review, design, and format key university reports such as the Accountability Report.
  • Handle and process confidential materials and time-sensitive projects.

Correspondence

  • Review, prioritize, and respond to incoming correspondence.
  • Draft correspondence, reports and other materials, including those of a complex and/or highly sensitive nature.
  • Coordinate communication with external stakeholders such as the Ministry and media outlets.

Administration

  • Provide support to the university community for survey software.
  • Organize submissions and prepare agendas for meetings including department, data quality, and FTE.
  • Coordinate meetings; take and transcribe meeting minutes, maintain records, follow-up on action items.
  • Coordinate the hiring process for department SACs and prepare staff contracts.
  • Maintain vacation schedules and leave/absences.
  • Prepare brochures and information pamphlets.

Budgeting & Accounting

  • Review budgetary variances and inconsistencies; reconcile monthly expense statements; initiate funding transfers.
  • Process and monitor purchase orders, expense claims, and timesheets.

Website

  • Manage and design the department website.

Qualifications

  • A two-year diploma, from a recognized post-secondary institution, or equivalent (relevant fields include Business, Computer Information Systems, Math & Statistics, Communications, English, Science).
  • Three (3) years’ office experience, preferably at the senior assistant level at a post-secondary institution environment.
  • Superior interpersonal, written and verbal communication, and research skills.
  • Experience and success working in a team environment.
  • Demonstrated ability to work with minimal or no supervision.
  • A clear understanding of boundaries in the workplace.
  • Be adaptable, ability to manage change.
  • Excellent knowledge of office practices and procedures, and strong organizational skills.
  • Demonstrated ability to maintain confidentiality.
  • A high level of competency in a variety of software applications, including Microsoft Outlook calendar/email, PowerPoint, Word, and Excel.
  • Positive attitude.
  • Knowledge and understanding of post-secondary policies and procedures is preferred.
  • Web editing skills; familiarity with a Content Management System is an asset.
  • Experience with UFV accounting practices and financial reporting is an asset.

How to apply

Direct resume including evidence of appropriate qualifications by April 4, 2019, referring to Posting #2019.64 to:

 

Email application to: hrinfo@ufv.ca

Human Resources
University of the Fraser Valley
33844 King Road, Abbotsford, BC, Canada V2S 7M8
Phone: (604) 854-4554
Fax: (604) 854-1538
Website: ufv.ca

Find out how to prepare your application

Please note:

  • We thank all applicants for considering UFV for employment.
  • Incomplete applications will not be processed.
  • In order to be environmentally and fiscally responsible, only short-listed candidates will be contacted for interviews.
  • Short-listed candidates may undergo a criminal record check and/or a verification of their education credentials, as required.
  • Shortlisted applicants for staff positions will be required to provide copies of their most recent evaluation summary.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

UFV is committed to the principle of equity in employment.


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