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Assistant to The Chair

3 months ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Faculty of Education -> Educ Psych & Leadership Studies- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 17 March 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,799.00 - $4,947.00- Additional Posting Information:- Salary posted will be pro-rated based on FTE- Classification- PB 10- Hours of Work- Monday to Friday, 8:30 am - 4:30 pm- Employee Group:
- CUPE 951 - 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, world-class research and commitment to civic engagement.
- Job SummaryReporting to the Chair and indirectly to the Administrative Officer, this position provides administrative support while interacting with faculty members, students, and others, both inside and outside the university. The position is responsible for initiating and carrying out a variety of administrative functions including:

- Administrative support for the Chair, faculty, and department members, including faculty appointments, recruitments, reappointment, promotion, and tenure cases.
- Office Management including the supervision of various office staff, anticipating and planning for cyclical work demands.
- Administration and support of departmental budget.
- Support for meetings, committees, special events, and special projects.
- Provides back-up coverage for administrative duties as needed.
- Contribute to actions that support university efforts in reconciliation, anti-racism, diversity, and inclusion.
- Other duties similar in scope and complexity as assigned by the Chair and/or Administrative Officer.
- Job Requirements**Experience**:
This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment.

**Knowledge/Skills/Abilities**:

- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Ability to prioritize and manage time and tasks with attention to detail.
- Ability to problem solve by using judgement, independent thinking and/or analysis.
- Ability to interpret policies and procedures.
- Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
- Experience scheduling meetings and calendar coordination.
- Experience in maintaining confidential and sensitive information.
- Ability to work independently with limited supervision, and as part of a team with the interpersonal skills to carry out this role effectively and efficiently.
- Experience with pre-planning and recording meetings.
- Experience with event planning and coordination.
- Ability to learn new computer software and technology as required.
- Knowledge and understanding of university policies and procedures and Collective Agreements is considered an asset.
- Previous supervisory experience is an asset.
- Knowledge of Banner Student System, FAST Student, FAST Financial, FAST HR, Kuali Curriculum Management and Chrome River are an asset.

**Specialized Knowledge/Education**:
Secondary school graduation or equivalent. Completion of some post-secondary courses in office administration or equivalent is preferred.

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.