Secretary / Program Assistant

Union/Affiliation: C.U.P.E. Local 3338
Pay range: $2,017.58 to $2,283.96 bi-weekly SFU Department Descr: Career Management Centre, Beedie School of Business
Position Grade: 7
# of openings: 1
Biweekly Hours: 70

Who We Are

Simon Fraser University is a leading research university, advancing an inclusive and sustainable future. Our purpose – the essence of SFU – is to create and connect knowledge, learning and community for deeper understanding and meaningful impact. We are committed to fostering excellence, innovation, belonging and community in all that we do.

Career Management Centre offers comprehensive career advising services to all graduate and undergraduate business students. Our team develop relationships with Industry to create valuable networking opportunities with employers for our students. We support students in their professional development, to secure internships, co-op placements, and full-time employment, ultimately contributing to their overall career success, our team culture considers emphasizing the following key aspects: Supportive environment; Collaboration; Commitment to professional development; Diversity and inclusion; Innovative approach to improvement and impact; Strong relationships with students and partnerships with employers

About the Role

The Secretary / Program Assistant contributes to the effective and smooth operations of the Undergraduate Programs units by providing secretarial and administrative support to the development, implementation, maintenance, and assessment of services, programs, and initiatives. Providing exceptional customer service, the Secretary / Program Assistant also ensures administrative, clerical, and secretarial support to the units, specifically to support services, programs, event, and communications required for the management and administration of the undergraduate programs and services. Duties include: acting as the primary resource and contact person with internal and external customers, stakeholders, and partners; providing standard office communications (e.g. typing memos, letters, minutes, emails) and online communications (e.g. job postings, website maintenance) support; scheduling appointments and interviews with internal and external parties; creating and maintaining accurate databases, spreadsheet records, and statistical summaries; administering the Programs' application, registration, and funding processes (e.g. admissions, scholarship, student organization, graduation, etc.); administering student records (e.g. milestones, transfer credit, declaration, etc) processing for students; maintaining an inventory of supplies and promotional merchandise; providing a range of secretarial and clerical support services for interviews, events, workshops, seminars, and special events (e.g. career passport, convocation, honour roll, student awards ceremonies, conferences, competitions, etc); conducting research, surveys and data collection and compilation; and coordinating, administering, and/or providing assistance for various responsibilities each term.

Qualifications

High school graduation and two years of post-secondary education with training in database, spreadsheet, and word applications, and office procedures. 2 years of minimum experience. An equivalent combination of formal education, certificate/program of study and experience is acceptable.

• Ability to work independently, prioritize work and complete a high volume of work within deadlines.
• Excellent prioritization, organizational, time management, and problem-solving skills.
• Excellent oral, written, and interpersonal communication skills, and customer service skills.
• Ability to exercise mature judgment, initiative and creative problem-solving.
• Ability to use database, spreadsheet, word processing, presentation, and data visualization applications (e.g. MS Word Suite, Outlook, etc) at an intermediate level.

What We Offer

At SFU, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth and development, as well as a safe and respectful workplace. We offer continuing employees who belong in the Canadian Union of Public Employees (CUPE Local 3338):

• 3 weeks’ vacation (prorated for the first year)*
• Hybrid-work program for eligible positions
• Employer paid defined benefit pension plan
• On-campus tuition waiver for employees and their immediate family members*
• Funding for professional development expenses*
• And more!

*Prorated for part-time employees

Additional Information

For external candidates, the starting salary is the first step of the salary range.