Administrative Assistant, Office of the AVP Research + Dean of Graduate Studies

In accordance with CUPE requirements, qualified internal applicants will be considered prior to external candidates

Temporary Full-Time Three Year Position
8:30am to 4:30pm / Monday to Friday
Pay Grade G ($31.92 to $34.14 per hour)

ABOUT EMILY CARR UNIVERSITY OF ART + DESIGN

Situated on unceded, traditional and ancestral xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (Squamish), and səl̓ilw̓ətaʔɬ (Tsleil-Waututh) territories in Vancouver, Canada, Emily Carr University of Art + Design (ECU) is where creativity meets practice. Ranked among the world’s top 30 universities for art and design (QS 2024), ECU is recognized globally for its hands-on, practice-based teaching and learning environment that equips students to experiment, take risks and drive innovation.

Since 1925, ECU has championed bold ideas and emerging talent through a close-knit, studio-intensive setting that connects students with award-winning faculty, cutting-edge facilities, and real-world opportunities. Today, ECU serves more than 2,400 undergraduate and graduate students, along with thousands more through continuing studies, contributing to Canada’s cultural and creative sectors and shaping the future of art, media, design and research.

Having marked our centennial in 2025, ECU continues to ask what art and design can make possible. With more than 100 years in the making, we are shaping what comes next.

ABOUT THE ROLE
The Administrative Assistant provides front-line and back-end administrative support to the Office of the Associate Vice-President, Research + Dean of Graduate Studies (AVP-R + D-GS) and across the Research + Industry Office, including Research Services, the Innovation portfolio, and the Shumka Centre for Creative Entrepreneurship, and the Jake Kerr Faculty of Graduate Studies.

Working under the direction of the AVP-R + D-GS, and dotted line to leadership in Graduate Studies, Research Services, and Innovation portfolios, the Administrative Assistant will bring new administrative capacity to the day-to-day administration of portfolio activities, including NSERC Mobilize grant activities, graduate programs, meetings, events, and processes and serves as an initial point of contact for faculty, staff, students, and external participants. The position works across the portfolio to ensure positive experiences for our stakeholders in response to research funding deadlines, graduate academic cycles, innovation programming, events, and other priorities.

The position requires the ability to solve problems independently, strong organizational skills, sound judgement, discretion, initiative, and the ability to manage multiple priorities in a complex university environment.

TYPICAL DUTIES:

Portfolio Administration

• Provides administrative support across the AVP Research + Dean of Graduate Studies portfolio, including creating new administrative systems and processes, serving as the first line of communication for internal and external stakeholders in responding to and referring inquiries, maintaining calendars and records, preparing correspondence, reports, spreadsheets, presentations and forms, coordinating meetings, preparing agendas and minutes, and following up on routine action items.
• Supports financial and administrative processes across the portfolio, including preparation and routing of payment vouchers, purchase documentation, expense claims, credit card reconciliations, honoraria, student and research assistant appointments, and related documentation for approval.
• Leads on the maintenance and validation of shared files, contacts list, administrative records, and tracking systems and assists with monitoring important academic, research, program, and reporting deadlines.
• Facilitates logistical and administrative processes for portfolio meetings, workshops, orientations, exhibitions, symposia, information sessions, public events, and other activities, including scheduling, room bookings, registration, communications, catering, materials, and technical arrangements.

Research + Industry Office

• Supports the programs and operations of the Research + Industry Office, including Research Services, Innovation, and Shumka Centre by independently maintaining grant competition calendars and application files, tracking receipt of materials and approvals, preparing routine documentation and correspondence, and assisting with administrative processes associated with funded research projects.
• Strengthens and prepares research-related administrative documentation across research and innovation activities, including Research Assistant appointments, honoraria, payments and reimbursements, project records, signatures, and filing, and maintains information relating to research projects, funding, researchers, and external partners.
• Provides scheduling and logistical support for funding workshops, information sessions, external partner meetings, and other Research + Industry Office activities, and assists with compiling information for routine institutional and funder reporting, including NSERC Mobilize and other institutional grants.
• Provides administrative support for Innovation and Shumka Centre programs and activities, including facilitating and coordinating hiring processes for research assistants, scheduling, participant communications, registration, workshops, mentorship activities, showcases, meetings, and other events.
• Leads in maintaining participant, mentor, and partner records and assists with routine administrative documentation, honoraria and payments, program tracking, and the collection of participation information required for program and funder reporting.

Graduate Studies

• Serves as the administrative frontline of communications for Graduate Studies, including triaging shared inboxes, communications with graduate students and faculty, disseminating program information, scheduling meetings and academic activities, maintaining program records and program SharePoint Sites, and tracking important academic dates and student milestones.
• Liaises with other departments to ensure the successful delivery of graduate orientations, critiques, progress reviews, thesis defences, exhibitions, symposia, recruitment and admissions activities, student funding and employment processes, and other graduate student activities.
• Coordinates and problem solve routine room, studio, exhibition, and technical bookings, and provides administrative and logistical support for the MFA Low Residency program and Summer Intensive, working with Graduate Studies staff and other University service areas as required.

• A two-year diploma in Office Administration or a related field
• Minimum of three years of relevant administrative experience, preferably within a corporate, public sector, post-secondary, arts, research, or related environment, or an equivalent combination of education and experience.
• Demonstrated ability to exercise good judgement, tact, and discretion when working with confidential student, research, financial, and administrative information.
• Experience with Slate (or similar Customer Relationship Management (CRM) platforms) or Colleague (or similar Enterprise Resource (ERP) platforms) is considered an asset.
• Experience preparing correspondence, reports, presentations, meeting materials, minutes, financial documentation, and other administrative records.
• Proficiency with Microsoft 365, Adobe Creative Suite, AI platforms, spreadsheets, videoconferencing, shared document environments, email and calendar management, and the ability to learn University administrative systems and databases.
• Excellent organizational, time-management, communication, and interpersonal skills, with demonstrated ability to manage competing priorities, meet deadlines, and work both independently and collaboratively.
• Ability to work with attention to detail and considerable independence as well as working productively and supportively in a fast-paced team environment.
• Ability to be flexible and adaptable to changing priorities.
• Problem-solving oriented approach to teamwork and collaboration.

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.