Administrative Assistant

Administrative Assistant to the Office of the Provost

Position Purpose And Summary

The Administrative Assistant to the Office of the Provost provides high‑quality administrative, operational, and coordination support to the Executive Director, Office of the Provost. The role contributes to the effective functioning of the Office of the Provost by managing detailed administrative workflows, preparing finalized materials, coordinating academic events and ceremonies, maintaining academic records and systems, and supporting faculty‑related and governance processes.

This position requires a high level of discretion, accuracy, and organizational skill, as well as the ability to manage multiple priorities in a complex academic environment

Key Areas of Accountability

Administrative & Operational Support

• Provide day‑to‑day administrative support to the Executive Director, Office of the Provost.
• Prepare finalized versions of agendas, meeting materials, correspondence, and documents once draft content has been approved.
• Track action items and follow‑ups arising from meetings and committees as assigned.
• Manage document formatting, version control, and filing using SharePoint and related systems.
• Handle confidential and sensitive materials with professionalism and discretion.
• Follow up with deans, faculty, and internal units on outstanding materials, approvals, or information as directed.
• Review spreadsheets and academic datasets for accuracy and completeness, and assist with compiling periodic reports as assigned

Financial & Process Coordination

• Process invoices and financial forms for the Office of the Provost, including adding authorized signatures once approvals are confirmed and ensuring timely submission to Finance.
• Assist with tracking expenditures related to Provost Office activities and events.
• Support procurement, reimbursements, and other financial processes as required.

Academic Events & Ceremonies

• Coordinate logistics for Provost‑led academic and faculty events, including:
• Tenure Celebration Dinner
• Faculty recognition and academic receptions
• Manage event planning details such as timelines, invitations, RSVPs, catering, room bookings, and on‑site logistics in collaboration with internal partners
  

Graduation & Convocation Support

• Coordinate graduation‑related administrative details, including faculty graduation regalia ordering and tracking.
• Liaise with academic units, University Events team, and internal partners to support commencement activities.
• Maintain accurate records and timelines related to academic ceremonies.

Faculty, Academic, and Records Support

• Provide administrative assistance related to tenure, promotion, and faculty recognition processes as assigned (e.g., tracking materials, correspondence, scheduling).
• Provide administrative assistance related to sabbatical and sessional leave processes as assigned (e.g., tracking materials, correspondence, scheduling).
• Support preparation and organization of academic governance materials.
• Update and maintain Office of the Provost content in SharePoint, including document libraries and finalized academic materials.
• Update and maintain the Faculty Directory and related academic records as directed, ensuring accuracy and appropriate access.
• Review and update Office of the Provost web content for accuracy, as directed.
• Maintain standing academic and institutional lists (e.g., committee and council memberships) as assigned

Office Coordination

• Assist with maintaining calendars, deadlines, and annual academic cycles relevant to the Office of the Provost.
• Support general office coordination, including ordering supplies and maintaining shared resources.
• Arrange special occasion acknowledgements (e.g., floral orders) on behalf of the Office of the Provost.
• Respond to or appropriately redirect general inquiries received by the Office of the Provost

The Person

Skills And Abilities

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Sound judgment and discretion in handling confidential information.
• Ability to work independently and collaboratively.
• Working knowledge of Microsoft 365 tools (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Understanding of academic environments, governance, or faculty‑related processes is an asset.

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.

A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU’s mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, focused. A winsome personality with a positive and friendly attitude.

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 to: Executive Director, Office of the Provost

Standards & Requirements

Education: Post‑secondary diploma or degree preferred

Experience

• Minimum of 2–3 years of administrative experience in a complex office environment.
• Experience in a post‑secondary or professional services setting preferred.
• Demonstrated experience supporting senior leaders or academic units.

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.

Benefits Of Working At TWU

• A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
• Annual statutory holidays (14) with generous vacation accruement.
• Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
• Torch tuition scholarship for dependents of eligible employees attending TWU.
• Free access to TWU’s fitness/gym facilities and the Norma Marion Alloway Library.
• Discounts and perks for the on-site Trinity Western Outfitters Campus Store cafeterias and bookstore, as well as shops and restaurants in Fort Langley.
• Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
• Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.).
• Free employee parking on campus.
• Special community events throughout the year.
• Employee and Family Assistance Plan (EFAP).
• A positive Christian fellowship environment.

Trinity Western University encourages applications from all eligible candidates who are able to commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.

We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact Human Resources.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.