Administrative Assistant

University Canada West

Position Job Title: Administrative Assistant

Location: Vancouver

Reports To: Manager, Administrative Services

Primary Purpose

The primary purpose of the Administrative Assistant is to provide quality service to students, staff and visitors through the delivery of receptionist and general administrative support for the campus. Under the Campus Manager’s supervision, the Administrative Assistant manages the main reception desk for the campus and is responsible for maintaining supplies and equipment as required. This position provides administrative services for the University, including support for the Executive Office.

Specific Responsibilities

The Administrative Assistant will at numerous times be responsible for the following as well as other related various duties as assigned to support the business objectives and purpose of the University:

  • Maintain a high standard of customer service support to both internal and external customers
  • Answer and direct incoming calls and emails promptly and efficiently
  • Greet visitors to the campus and direct them to the appropriate area
  • Maintain general security by managing access to the campus facilities and equipment, monitoring security cameras if available, and reporting any suspicious activity to the appropriate department
  • Maintain internal communication and messages between staff and students as and when necessary
  • Ensure adequate general office supplies for the daily operations on the campus
  • Liaise with external suppliers for maintenance of the general office equipment
  • Provide support for meeting room booking requests on campus
  • Assist with events as required
  • Prepare for internal and external meetings and take minutes if needed
  • Other related duties as assigned

Position Requirements


To be successful in the Administrative Assistant position, individuals must be committed to developing, maintaining, and demonstrating the following:

  • Excellent customer service skills
  • Willing to work on campus 100% of the time
  • Keyboarding speed at 40wpm with accuracy
  • Ability to handle a multi-line telephone switchboard
  • Proficiency in MS Office, including Word, Excel, and Outlook
  • Ability to use various office equipment, including fax and photocopy machines
  • Strong multitasking abilities, with the ability to prioritize tasks and meet deadlines with accuracy and attention to detail
  • Ability to work independently with minimum supervision and as part of a team
  • Ability to work under pressure and maintain a calm focus during hectic periods
  • General understanding of the programs and services provided by the University
  • Ability to exhibit a professional attitude and image with a commitment to quality service
  • First Aid Certification (an asset)

Education and Experience:

  • Post Secondary graduation with basic training in office practices, customer service, and communication
  • One to three years’ Administrative and/or customer service experience in a fast-paced environment, preferably in higher education
  • An equivalent combination of education and experience

Diversity and Inclusivity Statement

University Canada West is strongly committed to equity, diversity and inclusivity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons and others who may contribute to the further diversification of ideas.

The University recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, the University will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].

Land Acknowledgement

At University Canada West (UCW), we acknowledge that the territories on which UCW and its campuses are situated are the traditional, ancestral and unceded territories of the xʷməθkʷəy̓ əm (Musqueam), Sḵwx̱ wú7mesh (Squamish) and Sel̓íl̓witulh/səlilwətaɬ (Tsleil-Waututh) Nations. We thank them for having cared for this land since time immemorial, honour their graciousness to the students who seek knowledge here and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.