Administrative Assistant

Administrative Assistant - PT

// FHSS

Position Purpose and Summary

The Administrative Assistant provides comprehensive administrative support to academic departments and programs within the faculty. Reporting directly to the Executive Assistant, this position ensures that daily operations run smoothly by managing departmental communications, scheduling, documentation, and student- and faculty-related administrative tasks. The Administrative Assistant plays a vital role in supporting departmental leadership and the Dean's Office, ensuring consistent service standards and adherence to university policies.

This will be a 4-month contract from March 2, 2026 to June 30, 2026 at 20 hours per week.

Key Areas of Accountability

• Manage office operations, including scheduling meetings, inputting courses into the timetable creator and assembling data to support financial and academic running of the department.
• Act as the first point of contact in the URNT office and thereby help create a hospitable, collegial environment; welcome guests, answer student and guest inquiries, sort and distribute mail as required.
• Support the Associate Dean/s and Executive Coordinator in daily tasks.
• Assist the co-chairs/coordinators in their areas of budget responsibility by processing invoices and expense claims.  
• Track and reconcile smaller budget items, reporting discrepancies to the Executive Coordinator.  
• Maintain an efficient, confidential office ensuring the availability of office supplies, paper and coffee supplies as needed for the above departments.
• Take a lead role in assisting new faculty (full and part-time) and staff (including teaching assistants and research assistants) to set up their new work situations such as building keys, telephone codes, parking passes, etc.
• Liaise with Maintenance staff and Information Technology staff regarding the physical and technical needs of the URNT area.
• Schedule rooms, arrange catering, and provide logistical support for meetings and events.
• Work with co-chairs/coordinators in organizing and promoting special events.  
• Have department websites updated as requested and assist with marketing and social media.
• Coordinate events such as workshops, guest lectures and assist in graduation activities as required.
• Assist in work authorized by the Executive Assistant to the Dean of FHSS and/or other Administrative Staff in the Provost's Office, People & Culture and Registrar's Office periodically during the academic year.
• Support program review and accreditation processes by organizing materials and ensuring timely submissions.
• Assist in work authorized by the Dean of FHSS during the academic year as required including the processing of Directed Study applications.

The Person

Skills and Abilities

• Accurate word processing at 60 w.p.m. in a Word for Windows environment. 
• Proficiency in working with email distribution, Microsoft Excel spreadsheets required. 
• Proficiency with website, social media and publishing software preferred. 
• Professional, organization and interpersonal skills required to ensure the smooth operation of a busy office and heavy workload.

Personal

Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community. 

Warm-hearted, dedicated, committed and mature evangelical Christian with a keen desire to serve in family, church, work and community. A firm commitment to TWU's mission, values, Statement of Faith and Community Covenant. Strength of character and reputation, a pleasant personality with a positive and friendly attitude in the midst of a very busy and challenging atmosphere.

Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Key Internal Interactions

Reports: None

Reports to: Executive Assistant to the Dean 

Standards & Requirements

Education: B.A. required. Post-secondary administrative training or equivalent and some working knowledge of TWU structure preferred.

Experience: 2-4 years prior administrative experience

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.