Admin & HR | Administrative Assistant - FT
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.
Reporting to the Director of Administration, the Administrative Assistant provides administrative support to the Critical Humanities Commons and to the Associate Dean, Research. The role includes managing schedules and communications, coordinating meetings and events, and maintaining records and files. It also provides administrative support for research activities, including post-award account set-up, compliance monitoring, and preparation of financial forms and reports.
As a member of the Dean’s Office support team, the Administrative Assistant also contributes to the smooth functioning of the Faculty office by assisting with general administrative duties, events, and shared processes as required.
Experience:
A minimum of three (3) years of administrative experience in a post-secondary or institutional environment. An equivalent combination of education, training, and experience may be considered.
Knowledge / Skills / Abilities:
- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Strong organizational and administrative skills, including scheduling and calendar management.
- Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
- Experience composing business communications such as emails, memos, reports, and spreadsheets.
- Experience maintaining confidential and sensitive information.
- Experience pre-planning and supporting committee meetings, including taking minutes.
- Experience coordinating events and workshops.
- Ability to work independently and manage multiple priorities.
- Strong communication and interpersonal skills with the ability to work effectively within a team.
- Proficiency with computer applications (MS Office Suite, SharePoint, Cascade, Zoom, Teams, Banner, FAST).
- Ability to learn new technologies as required.
- Attention to detail when preparing documents, entering data, and compiling reports.
- Ability to interpret and apply university policies and procedures.
- Knowledge of UVic research administration processes and financial systems (e.g., FAST, AIRS, Banner), is an asset.
Specialized Knowledge / Education:
- Secondary school graduation or equivalent.
- Post-secondary education or coursework in office administration preferred.
