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.

AS THE SUCCESSFUL APPLICANT, YOU SHOULD POSSESS

- 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 workplace.
- Ability to be flexible and adaptable to changing priorities.
- Problem‐solving oriented approach to teamwork and collaboration.

TYPICAL DUTIES

- 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

📌 Administrative Assistant, Office of the AVP Research + Dean of Graduate Studies (Vancouver)
🏢 Emily Carr University of Art & Design
📍 Vancouver