Admin Assistant to The Associate Vice-president

4 weeks ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> VP Finance and Operations -> University Systems- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
- Posting Close Date- 3 September 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $64,629.00 - $71,504.00- Additional Posting Information- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- SL3- Employee Group:
- Exempt Support Staff - Continuing- # of Hires Needed- 1- Category- Administrative and Support Services, Information Technology- 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.

**_An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code_**

**The salary range for this position is**:
**Recruitment range: $64,629 -$67,486** maximum starting salary is determined through knowledge, experience and internal equity.

**Performance range: starting salary to max of $71,504 **is available through annual performance increases.
- Job Summary**Mandate**:
To support the smooth and efficient functioning of the office by managing the AVP’s and senior leaders’ schedules, coordinating communications, and facilitating administrative operations. The role acts as a point of contact between the AVP and other university staff, faculty, external stakeholders, and partners. Building and maintaining positive relationships is crucial.

**Objectives**:

- Provides administrative support to the Associate Vice-President
- Delivers administrative functions of the office
- Coordinates key priorities including: leadership retreats and planning initiatives, committee logistics, key professional development events, staff engagement events, and staff orientation programs
- Coordinates administrative support meetings and shared projects/initiatives

Our normal business hours are 8:30 AM to 4:30 PM. This position may be required to provide off-hours support on an emergency or pre-scheduled basis.
- Job RequirementsThis position requires a level of education, training, and experience equivalent to at least 3 years of office experience working within a complex organization and with senior leader(s).

**Knowledge/Skills/Abilities**:

- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Strong written and verbal communication skills for effective communication with various stakeholders, including students, faculty, staff, and external partners.
- Strong time-management skills and an ability to manage calendars, schedule appointments, coordinate meetings, and keep track of various tasks.
- Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and an aptitude for learning new software and systems.
- Attention to detail for accurate documentation, record-keeping, and maintaining the integrity of communications and information.
- Ability to refine and develop office processes.
- Interpersonal Skills to interact with diverse populations of students, staff and faculty.
- Flexible team player, willing to adapt to changes and challenges.
- Ability to maintain confidentiality of information related to the organization and its employees.

**Territory Acknowledgement**: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.

**What UVic Offers**:To learn more click here.

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