Administrative Assistant to the Executive Director ACET

Job title: Administrative Assistant to the Executive Director ACET

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Job Details

Administrative Assistant to the Executive Director ACET – (990701)

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Organizational Unit

University of Victoria -> VP Research -> VP – Research – Research Activities

Location

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

Posting Close Date

29 October 2023

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

FTE

1

Salary Grade

$62,746.00 – $69,422.00

Additional Posting Information

N/A

Salary posted will be pro-rated based on FTE

Classification

SL3

Employee Group:

Exempt Support Staff – Continuing

# 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.

The salary range for this position is:

Recruitment range: $62,746 – $65,520 maximum starting salary is determined through knowledge, experience and internal equity.

Performance range: starting salary to max of $69,422 is available through annual performance increases.

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

• This position is eligible for a Hybrid Work Arrangement*

Job Summary

Reporting to the ACET Executive Director (ED) and working closely with ACET’s Director of Operations (DO) and Director of Partnerships and Engagement (DPE), the Administrative Assistant provides assistance in the areas of direct support and time management for the ED, as well as assisting with the financial accounting and human resources for the day-to-day operations of the office. This position also provides a broad range of assistance to the rest of the ACET unit and is the first point of contact for ACET. This will include, but is not limited to: complex scheduling, financial processing, records management, event logistics, human resources support, timesheet tracing and submission, payments and other duties as delegated by the ED. This position is largely self-directed while managing and evaluating a high volume of inquiries and day to day operations duties that must be assessed quickly and accurately to support ACET’s mandate and goals.

This role will represent ACET when dealing with outside agencies. This role will be the first point of contact and will need to manage competing demands. During times of high volume or absence, this position provides administrative support as coverage for the Administrative Assistants supporting the Vice-President Research and Innovation, Associate Vice-President Research. The Administrative asistant deals, with tact and diplomacy, with sensitive, restricted, or confidential matters.

Job Requirements

Skills:

• Exceptional administrative support skills including the ability to deal effectively with non-routine matters and coordinate various activities, take responsibility, problem solve, and make independent decisions.
• Excellent office management skills with the ability to do the job with constant interruptions in an ever-changing environment with competing priorities.
• Self-directed with ability to work both independently and as part of a team, with demonstrated attention to detail.
• Strong interpersonal skills required for relating effectively with all levels of the university community and responding to enquiries from external stakeholders.
• Excellent organizational and time management skills with ability to effectively prioritize and execute tasks in a high-pressure, confidential and dynamic environment using keen attention to detail.
• Ability to respond to changing priorities and meet tight deadlines, often under pressure.
• Strong written communication skills for transcribing minutes and responding to enquiries from stakeholders.
• Understanding of event planning.
• Proven ability to exercise initiative, good judgment, tact and diplomacy at all times.
• Ability to research and assess new information, quickly identify the heart of new problems or issues, and diplomatically and knowledgeably suggest solutions.

Specialized Knowledge/ Education:

Required

• High School completion or equivalent.
• Completion of a two-year post-secondary certificate or diploma in Office Administration and/or communications, is considered an asset.
• High level of proficiency in Microsoft Office Suite particularly Word, Excel, Outlook, PowerPoint, SharePoint, and Adobe is required.
• Thorough knowledge of best practices and methods of office procedures including records management and retention.
• Experience working with UVic systems such as FAST Finance, FMIS and Cascade would be considered an asset.
• Working knowledge of UVic policies and procedures highly desirable.

Experience:

• Minimum of 3 years of experience working in a senior administrative support role, preferably in an academic, research or scientific-based large or complex work environment.
• Minimum 2 years of experience with advanced electronic calendaring, word processing, spreadsheets, SharePoint (Connect) and presentation applications.
• Extensive experience formatting and editing high-quality business communications and documents;
• Experience with financial record-keeping, cash management, and account documentation;
• Experience

• working with financial information;
• working with confidential information and sensitive issues;
• with website maintenance;
• with event coordination.
• Experience with human resources administration and procedures.
• Previous university experience at the executive level is preferred.
• An equivalent combination 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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