Administrative Assistant, Admissions, Recruitment + International Development

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Administrative Assistant provides a range of administrative and clerical support, including direct reception services, within the assigned area in Student Services. Priority of work will be given to Admissions and Recruitment.  The Administrative Assistant also provides back-up for other administrative and clerical staff within the Department as needed.

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the Municipal Pension Plan.
• Competitive vacation and Professional Development benefits.

As the successful applicant, you should possess:

• Two-year Administrative Assistant, Office Administrator or similar Certificate, or a minimum Grade 12 + two years of relevant post-secondary training.
• Minimum of two years’ administrative and office experience, preferably in a student services post-secondary setting.
• Or equivalent combination of education and experience.
• Experience or demonstrated interest in an art and design environment an asset.
• Intermediate to advanced proficiency with a range of office computer programs and software, and data entry and data management systems, including Microsoft Office products and Excel.
• Demonstrate and maintain a high level of accuracy with strong attention to detail and knowledge of best practices in records management.
• Professionalism, discretion, and confidentiality
• Strong demonstrated commitment to enhancing student experience.
• Strong organizational and time management skills
• Strong written and oral communication skills
• Competency and aptitude for office administrative financial functions such as invoicing, expense claims and reconciliations, budget allocations, and a range of financial calculations.
• Cultural sensitivity and ability to communicate effectively with students, faculty, administrative staff, and the public.
• Initiative and ability to work effectively under pressure.
• Strong interpersonal skills and ability to work independently and collaboratively as part of a team of Administrative Assistants supporting the full cycle delivery of a range of services and programs, while seeking efficiencies and continuous improvement.

Typical Duties include:

1. Provide a range of administrative and clerical support, and direct reception services for the assigned area within Student Services, Admissions, Recruitment and International Development.
2. Respond to diverse inquiries from students, staff, faculty, and the public in person, by telephone, and via email regarding services, programs, policies, and procedures within the Student Services portfolio.
3. Confidential data entry, and data and records management, related to such areas as student information, recruitment, applications, admissions, registration and financial aid and awards.
4. Support the functions, programs, and services of the Department through administrative tasks ranging from, triage of inquiries and the re-direction of complex issues, to file preparation and records management, initial assessment of student transcripts against eligibility criteria, updating web content, preparing mail-outs, preparing and proofreading degree parchments, creating, and managing email lists and event planning.
5. Respond to a range of requests for information both internally and externally including requests for such confidential records as verification of enrolment, transcripts, financial aid and awards documents and all other requests, such as legal, governmental and collection agency requests.
6. Directly assist students with the use and navigation of various application and registration systems from admissions to scholarships and financial aid.
7. Compile statistical data and create reports on such things as applications, admissions, enrolment, registration, student loans, scholarships, and bursaries.
8. Actively acquire knowledge of the Student Services portfolio and cross-train to provide administrative and clerical back-up in other areas within the Department.
9. Other related duties as required.

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Monday, 9 December 2024.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.