Program Assistant, Faculty of Management

Employment Group

CUPE

Position Number

00023

Division

Faculty of Management

Department

Management 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

temporary full-time

Workload

35 hours a week, 7 hours a day, in-person

Pay Level

CUPE 8: $31.48 per hour

Appointment Start Date

04-Aug-2026

Appointment End Date

23-Dec-2026

Leave Replacement

Appointment may be extended or end early, depending on return of incumbent.

Applicant Documents

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

Posted Date

14-May-2026

Closing Date

27-May-2026

Job Reference

2946

Duties:

The Program Assistant, Faculty of Management is an integral position supporting various programs within the Faculty. As the primary resource for specific programs, this position supports and works with various teams (e.g. departments, Dean's office, and other Program Assistants) to process program related administrative tasks.

Tasks include, but are not limited to:

• supporting committees/meetings: room bookings, sending out meeting invites, preparing meeting packages, taking minutes, etc.
• supporting hiring committee activities.
• assisting with onboarding of new employees.
• processing purchase requisitions.
• Processing offers letters, payroll appointments, stipends and appointment changes, as requested.
• Assisting with field school planning and organization.
• communicating to students and staff.
• ordering and organizing supplies.
• setting up and supporting events.
• Working with various databases and software to input and maintain data (e.g. scheduling software, payroll software, student tracking software, building key and office software, curriculum software).
• updating web content.
• supporting and maintaining program handbooks, schedules, online program platforms (e.g. VIULearn, Microsoft Teams).
• addressing questions from faculty and students and directing them to appropriate resources.
• assisting with coverage for other Program Assistants, as required.
• other projects, as required.

Required Qualifications:

Office Administration (or similar one year community college or institute program) with a focus on computer training from an appropriately accredited institution. Minimum three years related experience, preferably in an academic setting. An equivalent combination of education and experience may be considered.

MS Office proficiency with minimum 45 wpm typing speed. Demonstrated organizational, interpersonal, and written and verbal communication skills. Proven ability to meet deadlines, establish priorities and maintain flexibility with competing demands. Demonstrated strong service orientation and cultural sensitivity. Proven experience as a team-player who can work proactively, and with a bare minimum of supervision and be flexible to work independently with accountability.

Preferred Qualifications:

• Familiarity with Vancouver Island University systems (e.g., Student Records System, SAWS, Unit4, VIULearn).

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.