Assistant to The Chair - 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 Humanities -> Germanic and Slavic Studies- Posting Close Date- 2 April 2023- Please note that positions will close at 4 p.m.

on the closing date.- FTE- 0.

8- Salary Grade- $4, $4,

Additional Posting Information:

Salary posted will be pro-rated based on FTE
Classification
Secretary/PB9
Hours of Work
Monday to Friday, 9:30 am
3:30 pm
Start Date
5/15/2023
End Date
5/11/2024
Employee Group:

CUPE 95

Term # 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 SummaryReporting to the Chair, the Assistant to the Chair provides administrative support while interacting with faculty members, students and others, both inside and outside the university. The Assistant deals with sensitive, restricted, confidential matters, provides advice and guidance to members of the department, other units on campus and liaises with external agencies, and the public with discretion, tact and diplomacy.

The position is responsible for initiating and carrying out a variety of administrative functions of the general office including:

Administrative support for the Chair;
Office management, and anticipating and planning for cyclical work demands;
Administrative support for the faculty and department members (faculty/staff/TAs/RAs);
Administration of departmental budget, specific purpose, field school and research accounts;
Support for meetings, committees and special events;
Support with recruitment efforts and communication (including social media);
Maintenance of two websites: the departmental homepage and the Beck Lecture Series;
Other duties similar in scope and complexity as assigned by the Chair.

The Assistant manages all systems and processes that are required in a professional academic office, ensuring accuracy and completeness of documentation, maintaining the departmental filing system, and facilitating the archiving or disposals as per Records Retention guidelines and Freedom of Information regulations.

Job Requirements
Skills:
Exceptional administrative support skills, including the ability to work independently and as a team member, deal effectively with nonroutine matters, deal with unpredictable interruptions and demands, prioritize activities, and manage multiple tasks under pressure;
Excellent organizational and problem solving skills with the ability to organize workload efficiently to meet deadlines, keep other members organized, meet multiple demands and manage regular interruptions;
Ability to resolve tasks and/or problems with a high degree of independence including processing and interpreting written policy and guidelines;
Excellent oral and written communication in English;
Excellent interpersonal skills to relate effectively with faculty, staff, students and the general public, exercising initiative, good judgment, patience, tact, sensitivity and discretion;
Ability to work as part of team or independently;
Skills to research and assess new information, identify problems or issues, and appropriately suggest solutions;
Demonstrated ability to create and build relationships;
Advanced proficiency with Microsoft Office, SharePoint sites, Adobe Acrobat and web content management systems;
Proficiency using a variety of socialmedia platforms.

Specialized Knowledge/Education:

Secondary school graduation or equivalent
Knowledge of accounting and financial principles;
Completion of some postsecondary courses in office administration is preferred;
Fluent knowledge and understanding of the English language.

Experience:

3 years' experience in an administrative role with financial responsibilities or equivalent, education, training and experience.

Assets:

Experience working in a postsecondary environment within an academic unit;
Experience developing and maintaining websites and social media accounts;
Supervisory experience;
Experience with UVic systems (i.e. HR, Payroll, FMIS, FAST, PURC) and related processes, procedures and policies.

An equivalent combination of education and experience may be considered.

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