Capilano University respectfully acknowledges that our campuses are located on the unceded territories of the səlilwətaɬ (Tsleil-Waututh), Sḵwxwú7mesh (Squamish) and xʷməθkʷəỷəm (Musqueam) Nations.
At CapU we are committed to supporting a campus community that is both diverse and inclusive. We believe that diversity within our workforce is essential in creating both an exceptional student, and employee experience. As part of this ongoing commitment, we strive to ensure that our recruitment campaigns are proudly reflective of the community we serve. We actively seek applications from Indigenous peoples, the 2SLGBTQ+ community, persons with disabilities as well as members of groups that experience discrimination based on race, ethnicity, gender identity, sexual orientation, place of origin, ancestry, and religion as we acknowledge the value each individual brings to the CapU community through their lived experiences.
To help us focus our efforts, we ask all applicants, should they wish, to complete a short anonymous questionnaire. The questionnaire results are not connected to you or your application, and do not form part of the selection process. Simply, the goal of collecting this anonymous data is to better understand our organizational reach, while continuously aiming to improve the diversity of our applicant pool
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Should you require accommodations during the hiring process please reach out to Jeremy Orsted, Manager, Talent Acquisition at jeremyorsted@capilanou.ca.
Competition Number:
JR100171
Position Title:
DDA 2, School of Business
Employment Group:
Support Staff
Position Status:
Temporary (Fixed Term) Full time
Position Start Date:
October 15, 2026
Position End Date:
June 20, 2027
Department:
School of Business - Support
Location:
North Vancouver
Salary Range:
29.77 CAD hourly based on 35 hours per week (with increments up to 33.46 CAD)
Job Description Summary:
Job Description Summary
This is administrative and clerical work in support of an instructional unit with one instructional program, or a small group of closely associated programs, at times of a confidential and sensitive nature. An incumbent in this job is primarily responsible for coordinating the non-academic administrative functions and performing support tasks for one instructional program, or a small group of closely associated programs. Duties include providing customer service to students, orienting faculty to administrative tasks, preparing and processing budgets, faculty workloads and timetables; processing student applications and block registrations; and assisting with promotional and informational activities. An incumbent receives direction from a Program Coordinator and reports to a Dean.
Job Description:
ILLUSTRATIVE EXAMPLES OF DUTIES
- Prepares and enters or submits section plans, timetables, faculty workloads, faculty PD proposals and reports, and faculty sick leave reports according to the Coordinator’s manual, and in consultation with and for the approval of the Coordinator. Contacts the Registrar’s Office and Administrative Analysts to investigate and resolve problems.
- Prepares operating budgets and capital requests in consultation with and for the approval of the Coordinator. Tracks, monitors and reconciles cost centers including depositing and recording revenue, processing disbursements and charge backs, printing and reviewing management reports, and contacting Financial Services as required. Resolves discrepancies or brings them to the attention of the Coordinator. Has signing authority within University guidelines. Maintains petty cash fund.
- Ensures that appropriate funds are collected from students including preparing and submitting exceptional tuition fee requests, collecting and tracking tuition fee deposits, contacting sponsors to ensure that sponsored fees are collected by Financial Services, and collecting fees for conferences and student retreats. Processes refunds as required.
- Facilitates communication and arrangements between the university and potential students, current students, alumni and faculty. Assists in the recruitment of students and the promotion of programs. This includes answering enquiries; referring people to other campus services; preparing calendar and brochure information; uploading information to a web page; drafting and/or revising student handbooks and manuals; coordinating mailings; and maintaining and monitoring an electronic bulletin board system. This may also include the administration of any social media channels that the department may have.
- Processes student applications and application materials, including portfolios. Screens for completeness of material. Arranges student interviews and portfolio reviews. Block registers students.
- Prepares program profiles and new course proposals under the direction of the Coordinator.
- Compiles faculty evaluations as instructed by the Dean’s Office and according to the CCFA collective agreement including visiting classrooms to administer student evaluations, collecting other evaluations, and tabulating and preparing material for review by the evaluation committee. This is a sensitive and confidential process.
- Distributes, collects, checks and submits grade sheets.
- Orients new Coordinators to administrative tasks, guidelines and deadlines as outlined in the Coordinator’s Manual. Orients new faculty to University administrative guidelines.
- Ascertains requirements for material and equipment for resale to students and places orders.
- Arranges and attends department meetings, including preparing agendas and taking minutes. Serves on university committees as required.
- Invigilates extra-sessional exams for one student or a small number of students, or arranges for testing or invigilation.
- Prepares postings and arranges interviews for faculty hires.
- Plans and organizes local special events and makes travel arrangements.
- Organizes departmental elections.
- Assists faculty and staff with the operation of computers, phones, faxes and other office equipment.
- Coordinates office allocations and moves.
- Performs support duties including drafting correspondence; ordering supplies, equipment and duplicating; contacting facilities for maintenance and office moves; maintaining departmental files, lists and other records, including databases; opening and distributing mail; and coordinating lab, locker or flat file access.
- May be required to take training and act in the capacity of a floor warden as part of the University’s Emergency Preparedness Plan (Fire, W.H.M.I.S., and Earthquake).
- Performs duties related to the qualifications and requirements of the position.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS
- Thorough knowledge of the regulations, policies and procedures governing the program.
- Thorough knowledge of the Coordinator’s Manual and University policy and procedure governing faculty workload, admissions, registration and financial services.
- Thorough knowledge of word processing applications.
- Considerable knowledge of program content and flow.
- Considerable knowledge of business English and spelling.
- Considerable knowledge of office practices and equipment, bookkeeping and arithmetic.
- Considerable knowledge of spreadsheet and database applications.
- For specified programs: considerable knowledge of web posting and bulletin board applications.
- Considerable knowledge of the CCFA Collective Agreement articles pertaining to regularization, instructional and lab supervisor workloads, forward averaging, and overload/underload.
- Ability to multitask, apply organization skills to meet deadlines, and work with minimal supervision.
- Ability to understand and follow complex oral and written instructions, and communicate information effectively, both orally and in writing.
- Ability to adapt to changing situations.
- Ability to maintain attention to detail with constant interruption.
- Ability to establish and maintain effective working relationships with a diverse group of other employees, students and the general public
- Ability to maintain confidentiality and handle sensitive issues with tact and diplomacy.
- Ability to establish and maintain administrative procedures.
- Skill in keyboarding to 50 wpm.
REQUIRED TRAINING AND EXPERIENCE
- Completion of two years (approximately 60 credits) of post-secondary business education comparable to the Diploma in Business Administration program offered at Capilano University.
- Two years of directly related administrative support experience, including experience in an educational setting with significant student contact.
Required Certificates, Licences And Registrations
Additional Details:
Our standard work week is Monday to Friday, 8:30am – 4:00pm, or dependent on the needs of the department.
Posting Detail Information:
Hours of Work Per Week:
35
Pay Group:
SS016
Union:
MoveUP
Job Open Date:
September 24, 2026
Job Close Date:
October 02, 2026
