Administrative Assistant

Job title: Administrative Assistant

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Job Details

Administrative Assistant – (990714)

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Organizational Unit

University of Victoria -> Faculty of Engineering -> Fac of Engineering – General

Location

University of Victoria – Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date

22 October 2023

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$4,236.00 – $4,362.00

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 951 – Regular

# of Hires Needed

1

Category

Administrative and Support Services

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.

Job Summary

The 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 and its staff. The Administrative Assistant serves as the first point of contact for the Dean’s Office 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 deposits, account monitoring, chargebacks and the ordering of equipment and supplies.

The Assistant also offers support to more than ten student design teams, providing guidance on relevant policies and procedures, preparing documentation and processing purchases, and arranging shipment of components and services for their projects. The Assistant liases with Accounting, Purchasing and vendors to ensure the students meet their design challenges, transport their finished project, and participate in national and international competitions.

The Assistant participates in initiatives, events and special projects put forward by the Dean’s Office.

Job Requirements

Skills:

• Strong written and verbal communication skills
• Strong student-service oriented approach to work.
• Ability to work effectively with faculty, co-workers, 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 (e.g. 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.

Equity and Diversity Statement UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity. Read our full equity statement here: www.uvic.ca/equitystatement.

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

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