Assistant to The Director

1 month ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Faculty of Human & Social Dev -> Public Administration- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
- Posting Close Date- 1 December 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,740.00 - $5,056.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- PB9- 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.

**_*This position is eligible for a Hybrid Work Arrangement*_**
- Job SummaryThe School of Public Administration is an interdisciplinary unit that contributes to the development of effective societal actors who have a positive impact on government, communities, and the environment by demonstrating values of democracy, engaged and courageous scholarship, sustainability, and inclusivity. The School offers multiple undergraduate and graduate programs, delivered on campus and online, each centred on offering transformative learning opportunities to students. We are committed to providing excellent service to the diversity of groups we serve.

Reporting to the Director, the Assistant to the Director is the central administrative support role for the School, overseeing the day to day operations of the office, and providing dedicated and advanced administrative support to the Director. This position carries out a wide variety of academic, administrative, and analytical tasks, including interpreting and communicating University and department policy and procedures to faculty, staff and students; organizing appointments; planning and supporting meetings, committees and special events; taking minutes; composing and editing responses to inquiries; maintaining the filing system including managing personnel and confidential records; managing documentation for various administrative and faculty processes; reconciling the department budget; and record keeping.

The Assistant to the Director position assists with a variety of human resource responsibilities such as the coordination of faculty searches and the faculty appointment, reappointment, tenure and promotion processes; staff hires and training; and managing work schedules and approving leave reports for support staff. This position also provides support to the Associate Director and Administrative Officer as required. The Assistant to the Director works with confidential and sensitive information and is required to provide advice and guidance to members of the department and public with tact and diplomacy.
- Job Requirements**Experience**:
Three or more years of experience in an advanced administrative support role, preferably in a post-secondary environment.

**Knowledge/Skills/Abilities**:

- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Ability to communicate effectively with individuals from diverse backgrounds and tailored communication styles for different audiences and situations.
- Exceptional administrative skills including meeting and calendar coordination.
- Experience with pre-planning and recording meetings.
- Demonstrated ability to work independently as well as part of a team.
- Ability to multi-task and prioritize a large workload with frequent interruptions.
- Excellent organizational skills including attention to detail and time management to meet multiple and emerging deadlines.
- Ability to problem solve by using judgement, independent thinking and/or analysis.
- Ability to interpret policies and procedures.
- Experience in maintaining confidential and sensitive information.
- Strong interpersonal skills with the ability to build and maintain positive working relationships.
- Demonstrated experience creating materials such as drafting proposals, reports, and presentations.
- Willingness to take on new responsibilities and adapt to change.

**Specialized Knowledge/Education**:

- Post-secondary education in office administration, business administration, or equivalent is preferred.

**Assets/Preferences**:

- Experience with UVic information systems.
- Experience supervising staff and guiding work of others.

**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

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