Administrative Assistant - Victoria, Canada - University of Victoria

University of Victoria
University of Victoria
Verified Company
Victoria, Canada

4 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Organizational Unit- University of Victoria -> Faculty of Engineering and Computer Science -> Fac of Engineering - General- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 8 April 2024- 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
  • PB7
  • Hours of Work
  • Monday to Friday, 8:30am to 4:30pm
  • 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 Engineering Dean's Office coordinates and oversees all activities for the Engineering programs and departments. The office activities are focused on enhancing collaboration amongst our departments and other units on campus, as well as ensuring efficient use of resources.


Under the direction of the Engineering Dean's Assistant, the Administrative Assistant provides administrative support for the Dean's Office in particular the Associate Dean of Professional Programs and Development, and the Associate Dean Research.

The Administrative Assistant serves as the first point of contact for the Associate Deans and interacts with faculty, students, staff and external stakeholders.

The role involves calendar scheduling as well as producing correspondence, meeting minutes, administrative forms, reports and other materials.

The incumbent is responsible for organizing and scheduling meeting and events, account monitoring, chargebacks and the ordering of food and supplies.


The Assistant also offers support to other Dean's Office staff and participates in initiatives, events and special projects put forward by the Dean's Office.


  • Job Requirements
    Skills:
  • Strong communication skills
  • Strong studentservice oriented approach to work.
  • Ability to work effectively with faculty, coworkers, students and the public with diplomacy and professionalism.
  • Ability to maintain confidentiality.
  • Advanced organizational and time management skills with advance attention to detail.
  • Flexibility in adapting to changing work priorities and able to work in an environment with constant interruptions.
  • Ability to work under pressure and adhere to multiple deadlines by prioritizing accordingly.
  • Experienced and proficient with the use Computer Applications (i.e. Microsoft Office, databases)
  • Willingness to learn new systems and procedures.
  • This position involves lifting, bending and reaching.

Specialized Knowledge/Education:


  • Knowledge of office and business administration and relevant best practices, obtained through experience, training, or coursework towards a certificate or diploma.

Experience:

At least 2 years' experience in an administrative role.


Experience must include:

  • Providing administrative support to a professional office;
  • Handling personal, confidential and sensitive information; and
  • Experience effectively navigating and using a variety of office equipment, software and programs including (MS Office, databases, spreadsheets, etc.)

Preference may be given for experience in:

  • Post-secondary environment
  • Using large, complex systems (eg. FAST, Banner, FMIS or equivalents).
Equivalent combinations of training, education and/or experience may be considered.


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.

More jobs from University of Victoria
See all jobs of University of Victoria