Administrative Assistant, International Marketing and Recruitment

Vancouver Island University - Nanaimo, BC (30+ days ago)

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Employment Group
Position Number
Faculty of International Education and ELC
International Marketing and Recruitment
Nanaimo campus
Appointment Type
regular full-time
35 hours per week
Pay Level
Appointment Start Date
Posted Date
Closing Date
Job Reference

The Administrative Assistant, International Marketing, Recruitment & Business Development will assist the Director, International Marketing, and Recruitment & Business Development in the creation and monitoring of budgets for the Marketing team.

Act as first line contact for agents, whose first language may not be English, to maintain and support positive and profitable relationships. Initiate, calculate and execute agent commissions for each intake (currently 8 per year). Request wire transfer payments and advise agents of commission payment details. Track student movement between programs, agent's referrals and returns. Reconcile agents' files verifying monies received and disbursed. Reconcile all marketing and recruitment related invoices and execute payment. Issue and renew recruitment agreements. Update the International Education website. Compile, organize and manage database of all relevant information about agents, prospective students, embassies, high school counsellors, incoming students, etc. Update agent manual and forward all current promotional materials. Ensure promotional materials are updated with accurate and current information and are readily available for distribution and circulation. Maintain inventory of promotional materials. Develop and maintain international and domestic mailing lists. Prepare and distribute recruitment newsletter. Provide administrative support to other recruitment team members including offshore recruitment offices. Track and report on budget expenditures occurred at offshore offices.

Provide support for the Administrative Assistant to the Dean of International Education. This will include preparing agendas, taking minutes, managing the Dean's calendar, gathering statistics, HR duties and other support services when the Administrative Assistant to the Dean is not available.

Monitor and administer the Alumni Referral Program.

Coordinate campus tours for prospective students and assist in planning for international delegations.

Required Qualifications:
One-year certificate in Office Administration, or equivalent, from an appropriately accredited institution. Three to five years recent directly related experience, including financial payment calculations and reconciliation procedures. A combination of education and experience may be considered.
Experience with complex databases and MS Excel. Demonstrated sensitivity to culturally diverse groups. Senior level computer skills including web page maintenance programs. 45 words per minute typing speed. Must be able to work independently, set work priorities and handle multiple tasks in a busy/high demand environment. Demonstrated organizational skills. Superior communication and interpersonal skills. Physical ability to lift up to 20 kg.

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.