Departmental Secretary

Organizational Unit- University of Victoria -> Faculty of Science -> Earth & Ocean Sciences- Posting Close Date- 4 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,738.00 - $4,885.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE- Classification- Secretary PB10- Hours of Work- Monday to Friday; 8:30 am - 4:30 pm- Start Date- 6/15/2023- End Date- 9/15/2023- Employee Group:
- CUPE 951 - Term- # 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 SummaryThe School of Earth and Ocean Sciences (SEOS), established in 1991, has a reputation for research excellence and is committed to offering high quality and relevant educational programs (undergraduate and graduate) that are structured to create an integrated multidisciplinary learning environment for the study of the whole Earth System.

Reporting to the Administrative Officer, the Departmental Secretary provides administrative support to the School’s Director, faculty, staff, students, and teaching and research personnel, handling a wide range of administrative tasks relating to general operations, academic programs, diverse research initiatives, and human resources requirements. The Secretary is responsible for supervision and coordination of office support staff and volunteers as required and coordinates the administrative functions of the General Office, overseeing systems and processes required in a professional academic office while ensuring accuracy and completeness of documentation, maintaining the departmental filing system, and facilitating archiving or disposal as per Records Retention guidelines and Freedom of Information regulations. The Secretary deals with sensitive, restricted, or confidential matters and, with tact and diplomacy, provides advice and guidance to members of the School, other units on campus, external agencies, and the public.

This position is responsible for initiating and carrying out a variety of administrative functions including, but not limited to:

- direct support to the Director;
- office management, including support to the Administrative Officer related to financial and physical assets;
- support for the School’s undergraduate and graduate programs;
- confidential support for faculty reappointments, promotions and tenure, and for the recruitment and appointment of new faculty;
- support for departmental meetings, committees, and special events.

Some evening and weekend hours may be required for special events.
- Job Requirements**Skills**:

- Excellent organizational skills with the ability to organize workload efficiently to meet deadlines and to keep others organized, often with multiple demands and regular interruptions.
- Ability to independently process and interpret written policy and guidelines.
- Ability to work independently and as part of a team, and the interpersonal skills to carry out this role effectively and efficiently.
- Ability to communicate effectively with students, faculty, professional staff, co-workers, the public, and with adjunct professors and other scientific and administrative staff in various government and private laboratories, exercising initiative, tact and diplomacy regarding potentially sensitive and confidential matters.
- Ability to resolve tasks and/or problems by exercising judgment and innovation, and employing critical thinking and/or analysis.
- Accuracy and attention to detail.

**Specialized Knowledge/Education**:

- Knowledge of the UVic accounting and human resources policies and procedures and collective agreements, including those concerning postdoctoral fellows and externally-funded specialist appointments, an asset.
- Knowledge of the UVic Appointments, Reappointments, Promotions and Tenure regulations and procedures and the University's Freedom of Information Guidelines and Records Retention Guidelines, an asset.
- Knowledge of the School’s various academic programs and the UVic undergraduate and graduate regulations and policies, an asset.
- Advanced computer skills (APPLE platform) as well as competence with the PC platform.

**Experience**:

- At least three years experience working in an academic departmental office, preferably in a lab-intensive science department.
- Strong first-point-of-contact customer service background and supervisory experience.
- Experience with financial record-keeping, cash management, and account documentation.
- Experience with UVic FAST and BANNER information systems, an asset.
- Experience with setting up and managing SharePoint sites.
- Experience with web posting and editing.

**Terr