Administrative Assistant - Victoria, Canada - University of Victoria

    University of Victoria
    University of Victoria Victoria, Canada

    Found in: Talent CA C2 - 1 week ago

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    Description

    About this

    Opportunity

    The 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, world-class research and commitment to civic engagement.

    The salary range for this position is:

    Recruitment range: $64,629- $67,486 maximum starting salary is determined through knowledge, experience and internal equity.

    Performance range: starting salary to max of $71,504 is available through annual performance increases.

    An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code

    Job Summary

    Mandate:

    To support the smooth and efficient functioning of the office by managing the AVP's and senior leaders' schedules, coordinating communications, and facilitating administrative operations. The role acts as a point of contact between the AVP/senior leaders and other university staff, faculty, and various partners. Building and maintaining positive relationships is crucial.

    Objectives:

  • Provides administrative support to the Associate Vice-President and senior leaders.
  • Oversees administrative functions of the office.
  • Coordinates key priorities including leadership retreats and planning initiatives, committee logistics, key professional development events, staff engagement events, and staff orientation programs.
  • Coordinates administrative support meetings and shared projects/initiatives.
  • First point of contact with the public on external relations matters, especially as it relates to communications and marketing.

    • This position works collaboratively with other UCAM staff to ensure absence coverage. This role is supervised by the Administrative Manager. An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code.

    Job Requirements

    This position requires a level of education, training, and experience equivalent to at least 3 years of office experience working within a complex organization and with senior leader(s).

    Knowledge/Skills/Abilities:

  • Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
  • Strong written and verbal communication skills for effective communication with various stakeholders, including students, faculty, staff, and external partners.
  • Strong time-management skills and an ability to manage calendars, schedule appointments, coordinate meetings, and keep track of various tasks.
  • Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and an aptitude for learning new software and systems.
  • Attention to detail for accurate documentation, record-keeping, and maintaining the integrity of communications and information.
  • Ability to refine and develop office processes.
  • Interpersonal Skills to interact with diverse populations of students, staff and faculty.
  • Flexible team player, willing to adapt to changes and challenges.
  • Ability to maintain confidentiality of information related to the organization and its employees.

    • We acknowledge and respect the Lək̓wəŋən (Songhees and Esquimalt) Peoples on whose territory the university stands, and the Lək̓wəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.

    Accessibility Statement If you anticipate needing accommodations for any part of the application and hiring process contact: Any personal information provided will be maintained in confidence.