Job Description
Pclass #
S9875
Who We Are
We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.For over 60 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.
Position Summary
The Coordinator, Dean’s Office is an integral member of the department and is responsible for providing administrative support for strategic and operational activities of the department with a minimum of supervision to ensure the smooth operation of the Dean’s Office. The position requires strong communication skills, independent initiative, problem-solving, organizational abilities, and effective use of technology. The role manages daily operations and communications from the Dean’s Office, project and event management, oversees timelines and processes, and plans and prepares for School related meetings. The role maintains a high degree of confidentiality and must act with high levels of tact and diplomacy when dealing with issues of a sensitive nature.
Duties & Responsibilities
Provides administrative support to the Dean and Dean’s Office leadership, internal/external committees, and organizations. Manages activities that fall under the jurisdiction of the Dean, including daily operational processes, including office and calendar management.
Acts as a point of contact between the Dean’s office and other College departments. Works with Academic Associate Directors, Operations Managers, Department Leaders and other Dean’s Office Coordinators to ensure alignment in communications, ensuring any sensitive communications are reviewed with the Dean prior to distribution.
Establishes and maintains effective working relationships with all constituencies of the College including administration, faculty, support staff, students, external stakeholders and the public.
As directed by the Dean, coordinates special projects and events based on approved school plan, timelines, budget, and in compliance to the college’s policies and procedures. Coordinates all communications with internal/external stakeholders locally and overseas. Organizes related activities to support special projects or events.
Coordinates meetings and provides administrative support for chaired meetings including preparation and distribution of agenda and back up materials, attending meetings, preparing and circulating minutes. Effectively communicates decisions, deliverables, action items, and important information following meetings to the appropriate individuals and internal/external stakeholders.
Produces correspondence, minutes, reports and presentation materials under their own initiative, composing, signing, and distributing correspondence related to delegated administrative matters.
Responds to correspondence, greets and provides information to visitors, determines appropriate actions, and makes appropriate referrals.
Researches, compiles and submits information regarding topics or issues requiring Dean’s attention. Maintains departmental statistics as appropriate for future decision-making purposes.
Establishes and maintains efficient system for records and information management. Ensures privacy and security of records and information. May include the petty cash account.
Provides guidance to support staff to carry out administrative tasks and responsibilities in compliance with college policies and procedures.
Assists in the coordination of support staff activities and training, sponsored by the Dean’s Office.
Supports the Associate Director in providing leadership, direction, and scheduling of support staff.
Under the direction of the Dean and in collaboration with the Associate Director, Finance and other Academic leaders, prepares, coordinates and monitors financial budget, including reviewing monthly Finance reports, preparing and recording quarterly and year-end budget information, with insight in each department’s unique needs.
Analyzes large volumes of data, identifies and notifies the Dean of discrepancies and assist with the reconciliation of the Colleges financial records. Supports data analysis activities including collecting data from various sources and platforms and compiling and verifying data for planning or reporting purposes. Synthesizes data and creates reports, backgrounders, and summaries to support the Dean in data-driven decision making.
Monitors consistency and accuracy between employee salary records and forecasted budget.
Creates requisitions from operating and capital budgets, tracks purchases, reconciles and prepares invoices for payment.
Reconciles monthly corporate card statement.
Enters and maintains contracts in the college’s contract record system.
Liaises with other departments, faculties and programs to obtain information required by the Dean.
Contributes to the strategic planning of the Dean’s Office to constantly improve operations and operational effectiveness.
Proactively suggests ways to improve and better use technology, including AI.
Takes initiative to research problems, analyze potential solutions, and present recommendations to the Dean and Associate Director.
Respond to telephone calls, greet and provide information to visitors, determine appropriate actions, and make appropriate referrals.
Performs other duties related to the qualifications and requirements of the position.
Qualifications
Education and Experience
Experience and understanding of Indigenous culture, issues, social structure and knowledge of local indigenous communities.
Completion of 2 years’ College program, including courses in office management and business administration.
Over four years’ recent related senior administrative experience in a similar capacity preferably within a unionized post-secondary academic support setting
An equivalent combination of training and/or experience may be substituted for the required qualifications.
Skills and Abilities
Demonstrated excellent customer service focus and skills.
Exhibits a high degree of sensitivity, tact, discretion and respect for confidentiality.
Excellent written and verbal communications and analytical skills, including ability to compose non-routine correspondence and research and prepare reports and presentations independently.
Ability to think critically and perform all assignments with minimal supervision, make decisions independently with appropriate judgement and under time pressure.
Effective organizational and time management skills with the ability to prioritize and manage a considerable workload while meeting deadlines.
Experience with project management and process improvements.
Ability to research, analyze and compile data and statistical reports and information.
High financial literacy and budgetary aptitude.
Demonstrated ability to take and transcribe minutes of meetings with speed and accuracy and experience with the mechanics of board/committee functioning.
Experienced with coordinating all aspects of events.
Superior English language capabilities, including demonstrated knowledge of English usage, spelling, grammar and punctuation.
Outstanding organizational, computer and administrative skills (minimum 65 wpm), with a high level of competence in MS Office including Outlook, Word, Excel and PowerPoint. Aptitude and comfort with innovative uses of technology.
Strong working knowledge of the BC post-secondary education system.
Salary Range - Prorated based on FTE
PAYGRADE 26 - $35.63 – $41.74 hourly
Posting Detail Information
Employment Group
Support Staff (CUPE)
Type of Position
Permanent
Employment Type
Full Time
Department
INDIGENOUS INITIATIVES
Primary Location - This position may require you to work at all VCC locations.
Broadway
Is this posting only for internal applicants?
Desired Start Date - May be subject to change
02/09/2026
Position End Date - For Temporary Positions
Vacation Blackout Dates
First two weeks of September and January.
Number of Hours per Week
35
Work Schedule - Hours may vary according to the needs of the Department
8:30am-4:45pm. After 6 months, this position may qualify for a hybrid working arrangement, based on departmental needs.
Eligible for Fortnight
Yes
Special Instructions to Applicant
Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.
Posting Open Date
01/10/2026
Posting Close Date
01/23/2026
Is this a pooled posting?
No
S9875
Who We Are
We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.For over 60 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.
Position Summary
The Coordinator, Dean’s Office is an integral member of the department and is responsible for providing administrative support for strategic and operational activities of the department with a minimum of supervision to ensure the smooth operation of the Dean’s Office. The position requires strong communication skills, independent initiative, problem-solving, organizational abilities, and effective use of technology. The role manages daily operations and communications from the Dean’s Office, project and event management, oversees timelines and processes, and plans and prepares for School related meetings. The role maintains a high degree of confidentiality and must act with high levels of tact and diplomacy when dealing with issues of a sensitive nature.
Duties & Responsibilities
Provides administrative support to the Dean and Dean’s Office leadership, internal/external committees, and organizations. Manages activities that fall under the jurisdiction of the Dean, including daily operational processes, including office and calendar management.
Acts as a point of contact between the Dean’s office and other College departments. Works with Academic Associate Directors, Operations Managers, Department Leaders and other Dean’s Office Coordinators to ensure alignment in communications, ensuring any sensitive communications are reviewed with the Dean prior to distribution.
Establishes and maintains effective working relationships with all constituencies of the College including administration, faculty, support staff, students, external stakeholders and the public.
As directed by the Dean, coordinates special projects and events based on approved school plan, timelines, budget, and in compliance to the college’s policies and procedures. Coordinates all communications with internal/external stakeholders locally and overseas. Organizes related activities to support special projects or events.
Coordinates meetings and provides administrative support for chaired meetings including preparation and distribution of agenda and back up materials, attending meetings, preparing and circulating minutes. Effectively communicates decisions, deliverables, action items, and important information following meetings to the appropriate individuals and internal/external stakeholders.
Produces correspondence, minutes, reports and presentation materials under their own initiative, composing, signing, and distributing correspondence related to delegated administrative matters.
Responds to correspondence, greets and provides information to visitors, determines appropriate actions, and makes appropriate referrals.
Researches, compiles and submits information regarding topics or issues requiring Dean’s attention. Maintains departmental statistics as appropriate for future decision-making purposes.
Establishes and maintains efficient system for records and information management. Ensures privacy and security of records and information. May include the petty cash account.
Provides guidance to support staff to carry out administrative tasks and responsibilities in compliance with college policies and procedures.
Assists in the coordination of support staff activities and training, sponsored by the Dean’s Office.
Supports the Associate Director in providing leadership, direction, and scheduling of support staff.
Under the direction of the Dean and in collaboration with the Associate Director, Finance and other Academic leaders, prepares, coordinates and monitors financial budget, including reviewing monthly Finance reports, preparing and recording quarterly and year-end budget information, with insight in each department’s unique needs.
Analyzes large volumes of data, identifies and notifies the Dean of discrepancies and assist with the reconciliation of the Colleges financial records. Supports data analysis activities including collecting data from various sources and platforms and compiling and verifying data for planning or reporting purposes. Synthesizes data and creates reports, backgrounders, and summaries to support the Dean in data-driven decision making.
Monitors consistency and accuracy between employee salary records and forecasted budget.
Creates requisitions from operating and capital budgets, tracks purchases, reconciles and prepares invoices for payment.
Reconciles monthly corporate card statement.
Enters and maintains contracts in the college’s contract record system.
Liaises with other departments, faculties and programs to obtain information required by the Dean.
Contributes to the strategic planning of the Dean’s Office to constantly improve operations and operational effectiveness.
Proactively suggests ways to improve and better use technology, including AI.
Takes initiative to research problems, analyze potential solutions, and present recommendations to the Dean and Associate Director.
Respond to telephone calls, greet and provide information to visitors, determine appropriate actions, and make appropriate referrals.
Performs other duties related to the qualifications and requirements of the position.
Qualifications
Education and Experience
Experience and understanding of Indigenous culture, issues, social structure and knowledge of local indigenous communities.
Completion of 2 years’ College program, including courses in office management and business administration.
Over four years’ recent related senior administrative experience in a similar capacity preferably within a unionized post-secondary academic support setting
An equivalent combination of training and/or experience may be substituted for the required qualifications.
Skills and Abilities
Demonstrated excellent customer service focus and skills.
Exhibits a high degree of sensitivity, tact, discretion and respect for confidentiality.
Excellent written and verbal communications and analytical skills, including ability to compose non-routine correspondence and research and prepare reports and presentations independently.
Ability to think critically and perform all assignments with minimal supervision, make decisions independently with appropriate judgement and under time pressure.
Effective organizational and time management skills with the ability to prioritize and manage a considerable workload while meeting deadlines.
Experience with project management and process improvements.
Ability to research, analyze and compile data and statistical reports and information.
High financial literacy and budgetary aptitude.
Demonstrated ability to take and transcribe minutes of meetings with speed and accuracy and experience with the mechanics of board/committee functioning.
Experienced with coordinating all aspects of events.
Superior English language capabilities, including demonstrated knowledge of English usage, spelling, grammar and punctuation.
Outstanding organizational, computer and administrative skills (minimum 65 wpm), with a high level of competence in MS Office including Outlook, Word, Excel and PowerPoint. Aptitude and comfort with innovative uses of technology.
Strong working knowledge of the BC post-secondary education system.
Salary Range - Prorated based on FTE
PAYGRADE 26 - $35.63 – $41.74 hourly
Posting Detail Information
Employment Group
Support Staff (CUPE)
Type of Position
Permanent
Employment Type
Full Time
Department
INDIGENOUS INITIATIVES
Primary Location - This position may require you to work at all VCC locations.
Broadway
Is this posting only for internal applicants?
Desired Start Date - May be subject to change
02/09/2026
Position End Date - For Temporary Positions
Vacation Blackout Dates
First two weeks of September and January.
Number of Hours per Week
35
Work Schedule - Hours may vary according to the needs of the Department
8:30am-4:45pm. After 6 months, this position may qualify for a hybrid working arrangement, based on departmental needs.
Eligible for Fortnight
Yes
Special Instructions to Applicant
Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.
Posting Open Date
01/10/2026
Posting Close Date
01/23/2026
Is this a pooled posting?
No
💡 Quick Summary
Seeking a career-building opportunity? The Coordinator, Dean’s Office, Indigenous Education & Community Engagement position is now open for candidates interested in the Back Office Jobs sector. This role in New York City offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Back Office Jobs is a plus.
