Administrative Assistant - Victoria, Canada - University of Victoria

University of Victoria

Verified Company

Victoria, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Organizational Unit- University of Victoria -> Faculty of Social Sciences- Posting Close Date- 23 July 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:

N/A
Salary posted will be pro-rated based on FTE
Classification
PB9
Hours of Work
Monday
Friday; 8:30 am to 4:30 pm
Employee Group:

CUPE 95

Regular # of Hires Needed 1
Category
Administrative and Support Services
About this OpportunityThe University of Victoria is one of Victoria's largest employers and one of Canada's best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria's diverse academic programs, worldclass research and commitment to civic engagement.
Job SummaryThe Faculty of Social Sciences is a large, complex and diverse Faculty with a complement of approximately 150 faculty members and over 30 support staff distributed across 7 academic units. The Faculty includes the departments of Anthropology, Economics, Geography, Political Science, Psychology, Sociology, and the School of Environmental Studies.

This position performs and/or coordinates the administrative functions necessary to facilitate the portfolio of the Associate Deans.

This includes but is not limited to:

Managing the Associate Deans' calendar and schedule.
Communicating with other departments at the University on behalf of the Associate Deans.
Familiarity with policies and procedures that guide the work of Associate Deans.
Communicating with students, faculty, and staff on sensitive or confidential matters.
Supporting committees the Associate Deans chair by setting meeting schedules; coordinating calendar invites; drafting agendas; taking minutes; independently followingup on action items.
Recording and maintaining analytical documents related to academic programs, awards, and student supports.
Supporting events planned by the Faculty of Social Sciences Dean's office.

Additionally, this position provides support to several interdisciplinary programs housed in the Faculty, and several Faculty level courses.

As a member of the Dean's Office support team, this position reports to the Director of Administration and acts as the backup for the other Dean's Office administrative assistant positions as required.

This position may be assigned to assist any of the Dean's Office leadership positions as required.

Job Requirements
Experience:

This position requires a level of education, training, and experience equivalent to three (3) year of experience working within a comparable environment.

Knowledge/Skills/Abilities:

Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
Strong organizational skills and administrative skills including scheduling meetings and calendar coordination.
Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
Experience in maintaining confidential and sensitive information.
Ability to work independently and manage multiple tasks and projects simultaneously required.
Experience with preplanning and recording meetings and calendar coordination.
Comfortable learning and incorporating new technology into work routines i.e. MS Teams, Banner, Zoom, AIRS, FAST, and other UVic specific systems.
Exceptional attention to detail, in all work particularly when entering information into student records, extracting data and formatting it into reports and spreadsheets.
Ability to problem solve by using judgement, independent thinking and/or analysis.
Experience with event planning and coordination preferred.

Specialized Knowledge/Education:

Secondary school graduation or equivalent.
Postsecondary education, training or coursework preferred.

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