Assistant, Associate Vice President - Abbotsford, Canada - University of the Fraser Valley

University of the Fraser Valley

Verified Company

Abbotsford, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

Job Summary:

This position is responsible for supporting overall office and records management and provides confidential administrative assistance and support to the AVP, International and Director, UFV International.

The Assistant:

Acts as the key contact for the AVP, International and Director, UFV International, exercising initiative and sound judgment to ensure matters requiring immediate attention are either dealt with directly or referred to the appropriate administrator, staff, and/or department.
Maintains a high degree of confidentiality for matters related to UFV International leadership and human resources (i.e. hiring, evaluations, employment contracts, leaves/absences, etc.).
Responds to situations/requests with a high level of professionalism and diplomacy.
Uses initiative and sound judgment to resolve routine and nonroutine situations ensuring communication and followup with the AVP, International and/or Director, UFV International.
Manages the coordination, scheduling, and prioritization of various of meetings, committees, and events for the AVP, International and Director, UFV International, preparing material as required.
Prepares agendas and presentations, attends select meetings/committees, provides minute taking and followup, as required.
Researches and compiles information for reports and projects, and makes recommendations to the AVP, International and/or Director, UFV International based on the research
Drafts and manages correspondence, reports and other materials, including those of a complex and/or highly sensitive nature.
Coordinates logistics and communicates matters related to both office and institutional practices (i.e. absence forms, department calendar, etc.) and projects (i.e. computer/furniture upgrades, office/department moves, etc.)
Acts as department's Records Steward, implements and maintains records and information in accordance with UFV's RIM protocols.
Liaises with ITS to troubleshoot system issues, support account access & setup, hardware/software needs for department employees and/or new office setups, as directed by Supervisors.
Represents UFV International appropriately to external and international agencies, partners, guests, and officials, and supports UFV International events.
Coordinates special events, professional development workshops, as required.
Reconciles monthly expense statements, initiates funding transfers, processes and monitors purchase orders, expense claims, and timesheets.
Updates UFV International website as directed.
Communicates in a respectful and professional manner with all members of the team, department, University community and external partners.
Collaborates effectively as a team member, including sharing information, cross training and interpersonal cooperation.
Demonstrates respect for all members of the UFV community, actively contributing to an environment of acceptance and inclusivity of others.
Participates in committees and project teams as required.
Undertakes related duties as assigned, consistent with the job grade of the position.

Qualifications:

Completion of a recognized certificate in office administration from a recognized postsecondary institution.
Minimum three (3) years of office administration experience, preferably in a postsecondary, multicultural setting, including the following:
Strong administrative skills and knowledge of modern office practices;
Demonstrated ability to maintain confidentiality;
Ability to take initiative in timesensitive and confidential situations requiring tact, discretion and diplomacy;
Demonstrated ability to work in a dynamic team environment;
Demonstrated ability to work with mínimal or no supervision, taking initiative and using sound judgment;
Experience with human resource records management in a unionized team environment;
Strong crosscultural communication and interpersonal skills;
Resourceful and highly organized; ability to manage conflicting deadlines;
Experience with UFV or other relevant institutional accounting practices and financial reporting preferred;
High level of proficiency with MS Office programs;
Excellent oral and written English communication skills;
Knowledge and understanding of institutional policies and procedures preferred;
Proficiency with webediting software (i.e. Terminal 4);
A commitment to and understanding of international education;
Experience living and/or working in another country as well as proficiency in language(s) other than English considered an asset.

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 commit