Administrative Assistant

Title: Administrative Assistant

Classification: Student Employee

Rate of pay: Starts at $23.86 per hour (+16% in lieu of benefits)

Hours of work: 15 hours per week (full-time)

Reports to: Executive Director

Our administrative assistant is responsible for supporting the administrative and clerical activities of the Capilano Students’ Union office. While the administrative assistant can expect collaboration with student leaders and guidance, mentorship, and supervision from the finance and governance coordinator on a day-to-day basis, the administrative assistant is ultimately accountable to the executive director.

Note: The administrative assistant must maintain a schedule availability of at least 20 hours of weekday availability, including at least one full weekday of reception coverage (9:15am–4:45pm) as a condition of employment. This is an on-site position and remote work options are generally not available.

Duties

In particular, the administrative assistant performs the following duties:

Office Activities (70%)

• Provides a reception presence at the CSU’s main office, ensuring that members and guests are referred to the right resources, services, and people.


• Takes minutes at assigned board, executive, and committee meetings.


• Assists in coordinating committee meetings, including collecting availability and scheduling meetings, sending invitations, and booking spaces.


• Processes accounts payable and distributes cheques.


• Supports the office’s records program.


• Updates internal information boards in the office.


• Supports the office supply inventory and supply order cycle.


• Assists in the coordination of mail, shipments, and deliveries.

Member Services (20%)

The administrative assistant can expect to spend a few hours per week at Member Services to provide frontline coverage and service and information access for our members. While the administrative assistant needs to make sure that they’re meeting the needs of our members, any downtime beyond “desk essentials” should be spent on office-related work that can be done from Member Services.

• Support the sharing of information about our campaigns and advocacy work.


• Support the promotion of upcoming organizational events and activities.


• Support the provision of resources and information to clubs.


• Support the administration of the space booking system.


• Support the day-to-day delivery and promotion of member services.


• Act as a clerk and cashier, processing transactions at the desk.


• Maintain service areas, ensuring that they are always “member-ready.”

Other Duties (10%)

• Assists with the maintenance of student spaces.


• Takes meeting minutes as required.


• Works safely, in accordance with the CSU’s health and safety policy.


• Protects the personal information of coworkers, students, and the public.


• Performs other duties as assigned.

Here's what it takes to be successful in this role

• In order to be an effective resource to your fellow students, and to support our members through employment opportunities, our successful candidate must be a current Capilano University student (this requirement is non-negotiable for us) and must be knowledgeable about campus and student life at Capilano University.
  


• There are a lot of moving pieces working in our office, and you can expect to deal with a high volume of queries to support students, staff, and visitors. This means our successful candidate must be well-organized, and be able to stay on top of a workflow that includes requests coming from a few different places.
  


• Depending on daily schedules, you might be working alone with minimal in-person supervision for several hours at a time, or you might be working in pairs or in groups on busier days or for specific projects or assignments. This means that our successful candidate must work effectively independently and in teams.
  


• You'll be corresponding verbally and in writing with students, staff, service providers, and community members all the time to share accurate information about the resources and services available through the Capilano Students' Union, and so our successful candidate must have excellent verbal and written communication skills. 


• To be able to quickly settle into the administrative side of this role, our successful candidate would have an easier time being successful if they have at least six months of previous experience working in office administration.

Why work at the Capilano Students' Union?

We strive to be a diverse workplace. We’re working hard to make sure that our staff team reflects the diversity of our membership, guided by the CSU’s equity strategy. Over half of our team members self-identify as women, and people from visible minorities comprise half of our unionized workforce.

We are a certified Living Wage employer. We provide fair (and competitive) compensation packages for all members of our team, including employees who are students, because we believe that everyone who works deserves to make ends meet. As a part of our compensation and benefits package, you can expect:

• Flexible weekly and daily work schedules
  


• Paid sick, bereavement, and compassionate care leave


• A $650 per calendar year flexible benefit fund


• Partial reimbursement of child care expenses


• RRSP employer-matching contributions of up to 7.5%

We take our guiding principles really seriously. We think that our values create a fun, dynamic, and challenging work environment – one where no two days are the same, and where our team members look forward to coming to work. If these principles resonate with you, you should think about joining the team:

• We are results-driven


• We are accountable


• We are open, supportive, and collaborative


• We are professional and inclusive


• We are honest and transparent

Think you've got what it takes?

Apply now via this platform to join the team!

Please submit your résumé showing clearly how you would be the ideal candidate for this position and meet the qualifications set out above. You can address your correspondence to Christopher Girodat, Executive Director. This position is open until 4pm on Thursday, September 17, and we expect to start conducting interviews during the week of September 21–25. Interviews will be scheduled during business hours.

The CSU hires on the basis of merit, and is committed to employment equity and achieving team diversity that mirrors our student population. Folks with disabilities; Indigenous folks; self-identified women; folks from visible minorities; queer folks; and trans, two-spirit, and gender non-binary candidates are encouraged to self-identify during the application process. We are committed to removing barriers in our selection process for people with visible and invisible disabilities — please do not hesitate to reach out to us at [email protected] if you need accommodation to participate fully in our application and selection process. Our employees are represented by CUPE 1004 in a unionized work environment.