Assistant to Chair

Job title: Assistant to Chair

Job description: attacks. In order to do so, you must have JavaScript enabled in your web browser otherwise this site will fail to work correctly for you. See details of your web browser for how to enable JavaScript.

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Job Details

Assistant to Chair – (997426)

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Organizational Unit

University of Victoria -> Faculty of Education -> Educ Psych & Leadership Studies

Posting Close Date

14 November 2021

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

FTE

1.0

Salary Grade

$4,138.00 – $4,267.00

Additional Posting Information:

N/A

Salary posted reflects full FTE (will be prorated for part time)

Classification

Secretary/PB9

Hours of Work

Monday to Friday, 8:30 am to 4:30 pm

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

Reporting to the Department Chair, the Assistant to the Chair works independently with minimal supervision to provide administrative support to the Chair and faculty. This position 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 Assistant to the Chair is responsible for carrying out a wide variety of academic, administrative and analytical tasks, including advice regarding University and Department policy and procedure; organizing meetings and appointments; taking minutes; composing and editing responses to inquiries; managing personnel files; record keeping; chargebacks. This position manages the Chair’s calendar and supports the faculty appointment, reappointment, promotion and tenure (ARPT) process. Office and program administrative duties are varied and include responding to general inquiries about the department’s programs, managing shared filing systems and procedures manuals, updating the department website, and providing administrative assistance to the Administrative Officer as required.

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.

This position will contribute to actions that support university efforts in reconciliation, anti-racism, diversity and inclusion.

Job Requirements

Experience:

At least 3 years experience in an administrative role, preferably in a post-secondary academic setting

Related work experience should include:

• handling confidential and sensitive information
• taking minutes
• interpreting and/or applying policy and procedures

Equivalent combinations of training education and/or experience may be considered

Knowledge, skills, abilities:

• Demonstrated commitment to value diversity and contribute to an inclusive working and learning environment.
• Exceptional administrative skills including meeting and calendar coordination
• Exceptional administrative support skills including the ability to work as a team member or independently, deal effectively with non-routine matters and coordinate various activities, take responsibility, display initiative and problem solve.’
• Proficiency with computer applications (i.e. MS-Office Suite, Adobe Create Suite, content management systems).
• Advanced writing, proof-reading and editing knowledge
• Excellent interpersonal and communication skills required for working effectively with all levels of the university community, exercising tact, diplomacy and good judgement and exercising confidentiality.
• Ability to research and assess new information, adapt to changing technology and procedures, and communicate changes to faculty and staff.
• Good organizational skills including attention to detail, time management and ability to multitask

Preference will be given to applicants with:

• Experience with UVic information systems – DCU, BANNER, Cascade, FAST, Kuali
• Knowledge of University Policies and Procedures
• Supervisory experience

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 Read our full equity statement here:

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact: uviccareers@uvic.ca. Any personal information provided will be maintained in confidence.

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