Assistant to the Associate Vice-President Research

Job title: Assistant to the Associate Vice-President Research

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Job Details

Assistant to the Associate Vice-President Research – (997444.5)

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Organizational Unit

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

Posting Close Date

8 September 2022

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

FTE

1

Salary Grade

$56,478.00 – $62,535.00

Additional Posting Information

N/A

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

Classification

ESL3

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.

Remote working of approximately 2 days per week is available, depending on operational needs. The remainder will be on-site.

Job Summary

Summary Overview of Work Unit

The Vice President Research (VPR) portfolio includes the Office of the Vice-President Research (OVPR), Office of Research Services, Animal Care Services, and the Research Partnerships and Knowledge Mobilization Unit, and is responsible for UVic research centres and research entities. The OVPR provides guidance for UVic’s research agenda at the institutional level, including setting strategic research priorities and developing initiatives to support research to ensure that UVic research continues to grow and prosper.

The role of the VPR is to promote and facilitate research and creative activities at the University of Victoria. To do this, the VPR:

• develops and implements strategic plans to support a rich research environment;
• creates and oversees sound research policies and procedures that meet the highest ethical and regulatory standards;
• works with potential research funders to enhance available resources;
• promotes the mobilization of knowledge created through research for societal benefit;
• seeks to enhance the reputation of the university through the excellence of the research conducted by its faculty and students.

The OVPR staff support the VPR, Associate Vice-Presidents Research, Directors and all of the activities of the portfolio to accomplish the missions and goals set out in the University strategic plan and individual unit plans.

The Associate Vice-President Research (AVPR) has a particular and strategic focus on international research partnerships and plays a significant role in overseeing eleven Senate- and Board -approved research centres and institutes.

Summary of Position’s purpose/ function

Reporting jointly to the AVPR and the VPR Executive Assistant, this position provides administrative support to the AVP Research (AVPR) and is one of the first points of contact for the public on all aspects of research at UVic. The Assistant is to the AVPR must maintain a keen awareness of ongoing issues and concerns; demonstrating at all times discerning and independent judgement of the highest professional standards, creating a positive impression, and providing confidentiality, tact and diplomacy at all times in a busy, high-pressure environment.

The incumbent keeps the AVPR well informed through ongoing communication, alerting the AVPR to any situations that require attention, often under strict timelines that require triaging and constant adjustment of ever-changing priorities.

The Assistant interacts with corporate executives, presidents, CEOs and Directors of major research institutions, executive level administrators of the federal and provincial government and of health authorities, senior university executives and administrators, community leaders, faculty members, and students.

This positon works as part of an administrative team, supporting the work activities of the unit to best support the efficient operations of the OVPR.

During times of high volume or absence, this position provides Exempt Support level 3 administrative support, as coverage for the Administrative Assistants supporting the Associate Vice-President Research and the Vice-President Research.

Job Requirements

Skills:

• 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, problem solve, and make independent decisions.
• Excellent and attentive office management and organizational and time management skills with the ability to do the job with constant interruptions in an ever-changing environment with competing priorities.
• Excellent interpersonal and communication skills required for relating effectively with all levels of the University community and responding to inquiries from external stakeholders.
• Strong written communication skills are a necessity for minute-writing and preparing sensitive and confidential correspondence on behalf of the AVPR.
• Ability to research and assess new information, quickly identify the heart of new problems or issues, and diplomatically and knowledgeably suggest solutions.
• Strong understanding of the university’s organizational structure and of the AVPR’s priorities, with ability to look ahead and do advance planning and preparation.
• Ability to work in an environment where you have to anticipate things without being an attendee in the meetings.
• Ability to consistently set and meet high standards of performance.
• Proven ability to exercise initiative, good judgment, tact and diplomacy.

Specialized Knowledge/ Education:

Required

• High School completion or equivalent.
• Completion of a two-year post-secondary certificate or diploma in Office Administration preferred.
• High level of proficiency in Microsoft Office Suite particularly Word, Excel, Outlook, PowerPoint and SharePoint (Connect) is required; Adobe Suite (Acrobat, InDesign) experience would be an asset.
• Working knowledge of FAST Finance, WebReq, FMSI and the Cascade website management system (CMS).
• Thorough knowledge of best practices and methods of office procedures including records management and retention.
• Working knowledge of UVic policies and procedures highly desirable.
• Familiarity with research policies and government and granting agencies would be preferred

Experience:

• Minimum 5 years’ experience in a senior administrative support role, preferably in an academic, research or scientific-based large or complex work environment.
• Minimum 2 years’ experience with advanced calendaring, word-processing, spreadsheet, SharePoint (Connect) and presentation applications.
• Experience:

• with drafting and editing high-quality business communications and documents;
• working with confidential and highly sensitive information;
• with event coordination.
• Experience with project management highly desired.
• Previous university experience at the executive level is preferred.
• An equivalent combination of training, education and/or experience may be considered.

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

Read our full equity statement here:

Accessibility Statement

If you anticipate needing accommodations for any part of the application and hiring process contact:

Click Here to Apply

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