Department Secretary

1 week ago

Victoria, British Columbia, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> VP External Relations -> Ceremonies- Posting Close Date- 5 May 2023- Please note that positions will close at 4 p.m.

on the closing date.- FTE- 1.

0- Salary Grade- $4, $4, Additional Posting Information:

  • N/A
  • Salary posted will be pro-rated based on FTE
  • Classification
  • PB10
  • Hours of Work
  • Monday
  • Friday; 8:30 am
  • 4:30 pm with flexibilty to work evenings and weekends
  • Employee Group:


 CUPE 95
  • Regular # of Hires Needed 1
  • Category
  • Administrative and Support Services
  • About this OpportunityThe 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, worldclass research and commitment to civic engagement.
UVic contributes to you and your family's health and wellness through comprehensive medical, dental and pension benefits

We also offer:
- generous vacation time;
- generous leave compensation including maternity, parental, adoption, sick, and personal;
- equity and diversity support and initiatives including religious observances
- on-site childcare: infant - 5 years
- discounted athletic facility memberships
- sustainability initiatives, including discounted transit passes
- support through our Employee and Family Assistance Program (EFAP)
- funding for career development and a diverse range of learning and development opportunities
- tools and resources to help you maintain a healthy work-life balance

_ This position is eligible for a Hybrid Work Arrangement_

  • Job SummaryAs part of the VP External Relations Division, Ceremonies and Events plans and implements high profile events designed to showcase university excellence with internal and external partners and constituents. Events include 14 convocation ceremonies held twice a year, major donor and benefactor recognition events, building openings and naming ceremonies, government announcements, annual awards and recognition ceremonies, institutional events, conferences, and other events as mandated by Executive.


Ceremonies and Events provides strategic leadership and tactical support to UVic faculties and departments in the planning, delivery and execution of events and projects ranging from large-scale student-focused events to off-site national conferences.


The Position provides senior level administrative support in addition to administrative services to the Director of Ceremonies and Special Events, the convocation manager, and both special event officers.

The Administrative Coordinator holds responsibility for the smooth operation of the Ceremonies Office.

The Coordinator acts as a central point of contact, liaison to central services (Purchasing Services, Facilities Management, Campus Security, University Systems) and is responsible for the coordination of day to day activities, event support and general office administration, financial and related accounting responsibilities.

Duties also include department communications providing event and department updates for the Board of Governors, Senate, the President and other Executive offices.

This position provides event support and coordination for quarterly Campus Update Events for the Office of the President, Vice President Finance & Operations, Vice President Academic & Provost, Vice President External Relations and the Vice President Research.

This position also provides event support and on-site coordination for events when necessary, specifically government announcements, official visits and other media events.


As part of the team supporting the Manager of Convocation and Events, the Coordinator assists in the successful planning and execution of the semi-annual Convocation ceremonies including developing event materials, managing sensitive and confidential student information, preparing reports, overseeing the assembly of event participants, and supervising volunteers and students.


University normal business hours are 8:30 AM to 4:30 PM, with events and ceremonies taking place between 7 AM and 11 PM and on weekends.

This position must be willing and able to be flexible to work evening and weekend hours, in support of events and activities.


  • Job Requirements
    Experience:


At least 3 years experience in a senior administrative assistant role, preferably in a post-secondary academic setting or an equivalent combination of education, training and experience.


Related work experience should include:

  • Supporting events

Preference will be given to applicants with:

  • Experience with UVic information systems (FAST, Chrome River, Cascade)
  • Experience with university policy, procedures and governance structure

Knowledge, skills and abilities:

  • Ability to lead and influence support staff.
  • Superior organizational skills including attention to detail, time management, and ability to multitask in a fastpaced environment

  • Departmental Secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Fine Arts -> Visual Arts- Posting Close Date- 23 February 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4, $4, Additional Posting Information:N/ASalary posted will be pro-rated based on FTEClassificationSecretary/PB9Hours of WorkMonday to Friday;...

  • Graduate Secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    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. *Hybrid work available...

  • Graduate Secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty Of Humanities -> English- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 11 June 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4, $4, Additional Posting Information:N/ASalary posted will be pro-rated based...

  • Department Receptionist

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Engineering -> Mechanical Engineering- Posting Close Date- 21 March 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $3, $3, Additional Posting Information:N/ASalary posted will be pro-rated based on FTEClassificationPB7Hours of WorkMonday to Friday,...

  • Receptionist/secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Science -> Physics & Astronomy- Posting Close Date- 12 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 0.8- Salary Grade- $3, $4, Additional Posting Information:N/ASalary posted will be pro-rated based on FTEClassificationSecretary/PB5Hours of WorkMonday to...

  • Receptionist/secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Science -> Physics & Astronomy- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 7 June 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 0.8- Salary Grade- $4, $4, Additional Posting Information:N/ASalary posted will be pro-rated...

  • Secretary, Bc Cancer

    1 week ago

    Victoria, British Columbia, Canada PHSA Full time

    Secretary, Op-Oncology Clinic,BC Cancer,Victoria BCMultiple opportunities available: Regular and Temporary, Full Time, Part Time and Casual positions.As a collaborative member of the health care team, the Secretary provides secretarial and administrative support within a team setting. Maintains a safe environment for patients, families and staff by adhering...

  • Secretary, Op-Oncology Clinic

    1 week ago

    Victoria, British Columbia, Canada PHSA Full time

    Secretary, Op-Oncology Clinic BC Cancer Victoria, BC In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this...

  • Receptionist/Secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    About This Opportunity The University of Victoria is a major employer in Victoria and has been recognized as one of Canada's top diversity employers. We are a team of over 5,000 dedicated faculty, librarians, and staff who support the university's wide range of academic programs, cutting-edge research, and commitment to community involvement. * This...

  • Secretary, Bc Cancer Agency, Victoria

    1 week ago

    Victoria, British Columbia, Canada PHSA Full time

    Secretary, Op-Oncology ClinicBC Cancer AgencyVictoria, BCAs per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.As a collaborative member of the health care team, the Secretary provides secretarial and administrative support within a team setting. Maintains a safe environment...

  • Secretary, Op-oncology Clinic

    4 weeks ago

    Victoria, British Columbia, Canada Provincial Health Services Authority Full time

    Secretary, Op-Oncology ClinicBC Cancer Vancouver Island, BCIn accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this...

  • Graduate Secretary

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Science -> Mathematics & Statistics- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 14 April 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4, $4, Additional Posting Information:N/ASalary posted will be...

  • School Secretary

    1 week ago

    Victoria, British Columbia, Canada Saanich Schools (School District #63) Full time

    Current Shift: 8:00am 3:41pm Monday to Friday(Includes 1/2 hour unpaid lunch) 10 months per year while regular classes are in sessionThis position includes one additional work week the first week of July, and one additional week at the end of August, before the start of the school year.Additional minutes per day are included in the 'Current Shift' schedule...

  • School Secretary C2425/017

    1 week ago

    Victoria, British Columbia, Canada School District #63 (Saanich) Full time

    Current Shift: 8:00am 3:41pm Monday to Friday(Includes 1/2 hour unpaid lunch) 10 months per year while regular classes are in session Additional minutes per day are included in the Current Shift' schedule above, which staff are expected to work daily in lieu of the spring break closure week in order to allow employees in continuing and temporary assignments...

  • Secretary Op-Oncology Clinic, BC Cancer Agency, Victoria BC

    1 week ago

    Victoria, British Columbia, Canada PHSA Full time

    Secretary Op-Oncology Clinic, BC Cancer Agency Victoria, BC Job Summary As a collaborative member of the health care team, the Secretary provides secretarial and administrative support within a team setting. Maintains a safe environment for patients, families and staff by adhering to safety policies, procedures, guidelines and emergency...

  • Secretary Op-Oncology Clinic, BC Cancer Agency, Victoria BC

    1 week ago

    Victoria, British Columbia, Canada Provincial Health Services Authority Full time $30

    Secretary Op-Oncology Clinic, BC Cancer Agency Victoria, BC Job Summary As a collaborative member of the health care team, the Secretary provides secretarial and administrative support within a team setting. Maintains a safe environment for patients, families and staff by adhering to safety policies, procedures, guidelines and emergency...

  • Graduate Program Assistant

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Engineering and Computer Science -> Computer Science- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 24 June 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4, $4, Additional Posting Information:N/ASalary...

  • Receptionist/program Support

    1 week ago

    Victoria, British Columbia, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Engineering -> Computer Science- Posting Close Date- 25 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $3, $3, Additional Posting Information:N/ASalary posted will be pro-rated based on FTEClassificationPB/5Hours of WorkMonday to Friday, 8:30...

  • Manager, Accounting

    1 week ago

    Victoria, British Columbia, Canada School District #61 (Greater Victoria) Full time

    EXEMPT STAFF VACANCYCompetition No The Greater Victoria School District provides public educational services to over 20,000 students in the Greater Victoria Area, encompassing six municipalities. To provide this service, the District has a current operating budget of $220 million and employs approximately 3,500 staff; which includes, teachers, principals and...

  • Clinical Administrator

    1 week ago

    Victoria, British Columbia, Canada The Newcastle upon Tyne Hospitals NHS Foundation Trust Full time

    Job summary An exciting opportunity has arisen for enthusiastic, organised and motivated individuals to join Newcastle Eye Centre as a Clinical Administrator. Interview Date: 11th July 2024 33 hours/week You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for...