Front Desk Administrative Assistant

2 weeks ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> VP Research -> Ocean Networks Canada- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 28 November 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1- Salary Grade- $4,236.00 - $4,362.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE- Classification- PB7- 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 SummaryOcean Networks Canada (ONC) is a world-leading organization supporting ocean discovery and technological innovation. ONC is as a not-for-profit society that operates and manages innovative cabled observatories on behalf of the University of Victoria that supply continuous power and Internet connectivity to various scientific instruments located in coastal, deep-ocean and Arctic environments. ONC’s cable arrays host thousands of sensors distributed in, on and above the seabed, along with mobile and land-based assets. These strategically located instruments address key scientific and policy issues (subsea earthquakes and tsunamis, ocean acidification, marine biodiversity, etc.) within a wide range of environments.

ONC has a scientific, technical and administrative staff of approximately 150 UVic continuing and term employees housed in the Ocean-Climate Building on the Queenswood campus and a second facility, the Marine Technology Centre (MTC) in Sidney BC. ONC supports a substantial co-op program for 40 to 50 students per year in the provision of technical support to all divisions.

The Corporate Services division supports the operations of the organization and includes the following teams: Human Resources, Facilities, Reception, Information Technology, Communications, Learning and Community Engagement, Information Technology, and Executive Support Services.

Reporting to the Front Desk Supervisor, the Front Desk Administrative Assistant is the first point of contact at the Queenswood facility and the face of Ocean Networks Canada (ONC). This position supports the effective and efficient operations of ONC by providing reception and facility services, meeting and event coordination, and administrative support to the Corporate services department as requested. The Front Desk Administrative Assistant is responsible for creating a positive impression with all contacts through the shared management of the reception area and the timely and professional response to all inquiries and booking requests. Responsibilities include support HR Admin and Corporate Services in recruitment activities including scheduling interviews, preparing interview materials, administrative support to the co-op program, on boarding and off boarding of new staff and co-ops responding to front counter requests, providing parking information, scheduling and preparation of meetings, coordination support for special events, conferences, and workshops, records management and inventory management of program supplies and conference swag. This position will also provide support to the other ONC Administrative Assistants as required (surge support, vacation and other absences) performing duties of a similar complexity and payband level.
- Job Requirements**Experience**:
2-3 years in a reception or administrative role, preferably in an academic, research or scientific-based complex work environment.

Related experience should include:

- Experience in effectively maintaining the confidentiality of highly personal and sensitive information.

Preference will be given to applicants with:

- Experience in special event coordination.
- Experience with UVic information systems, policies and procedures.

**Knowledge/Skills/Abilities**:

- Knowledge of front desk or reception service.
- Adobe Suite experience would be an asset.
- Exceptional administrative skills including meeting and calendar coordination.
- Excellent interpersonal and communication skills for relating effectively and collaboratively with staff.
- Organized, detail-oriented and able to employ excellent time management skills to meet deadlines.
- Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
- Exhibit a professional manner and have the ability to interact tactfully and diplomatically with a wide variety of people in a fast-paced environment.
- Ability to manage multiple demands, interruptions and deadlines, problem-solve and maintain a high degree of accura

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