Dean's Assistant - Victoria, Canada - University of Victoria

University of Victoria

Verified Company

Victoria, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Organizational Unit- University of Victoria -> Faculty of Science- Posting Close Date- 9 August 2023- Please note that positions will close at 4 p.m.

on the closing date.- FTE- 1.

0- Salary Grade- $4, $4,

Additional Posting Information:

Salary posted will be pro-rated based on FTE
Classification
PB10
Hours of Work
Monday to Friday, 8:30 am to 4:30 pm
Start Date
8/14/2023
End Date
1/11/2025
Employee Group:

CUPE 95

Term # of Hires Needed 1
Category
Customer Service and Call Center
About this OpportunityThe Dean's Assistant works as part of the Dean's Office administrative team that supports the activities of the Dean's Office and the Faculty of Science and contributes to the overall function of the office.

The Assistant provides secretarial and reception services, and administrative support to the Dean and the Associate Deans, Dean's office staff and the Faculty of Science.

As the first point of contact for the Dean's Office, responds to queries and requests on Faculty and University policies and procedures.

This position provides support to the Dean on faculty appointments, administers appointment processes, and maintains personnel files.

It is also responsible for:
overseeing, organizing and implementing special events and providing support for special projects and Faculty committees.

This position deals with confidential and sensitive information, and is required to provide advice and guidance to members of the Faculty, external agencies and public with tact and diplomacy.

This position reports to the Dean who provides guidance on priorities and to the Finance and Admin Officer, for administrative matters.

Job SummaryThe Dean's Assistant works as part of the Dean's Office administrative team that supports the activities of the Dean's Office and the Faculty of Science and contributes to the overall function of the office.

The Assistant provides secretarial and reception services, and administrative support to the Dean and Associate Dean, and the Faculty of Science.

As the first point of contact for the Dean's Office, the Assistant responds to queries and requests and acts as a resource for information, procedures and policies for the Faculty of Science, organizes meetings and appointments, and manages and maintains Faculty of Science records and files.

The Assistant coordinates all aspects of the Faculty standing and ad hoc committees and provides administrative support for special events and projects.

Job Requirements
Skills:
Excellent organizational skills including attention to detail, time management, and ability to multitask in a fastpaced environment.
Exceptional administrative skills including meeting and calendar coordination.
Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies.
Strong writing and editing skills.
Experience in effectively maintaining the confidentiality of highly personal and sensitive information.
Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
Ability to prioritize a large workload and deal with frequent interrruptions.
Possesses a strong sense of urgency and followthrough.
Ability to work under pressure and meet strict and often emergent deadlines.

Specialized Knowledge/Education:

Experience working with databases and spreadsheets would be an asset.

Experience:

3 5 years in an administrative support role, preferably in a postsecondary academic setting.
Experience in UVic information systems desirable.

Territory acknowledgement

We acknowledge and respect the lək̓wəŋən peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W̱SÁNEĆ peoples whose historical relationships with the land continue to this day.

Equity and Diversity Statement
**Accessibility Statement