Assistant to The Chair

2 weeks ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Faculty of Social Sciences -> Geography- Posting Close Date- 19 July 2023- 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:
- N/A- Salary posted will be pro-rated based on FTE- Classification- PB10- 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 SummaryThe Department of Geography is an academic department in the Faculty of Social Sciences with a complement of 24 regular faculty members, 10 support staff, varying numbers of sessional and limited-term instructors, post-doctoral researchers, about 100 graduate students, and undergraduate students.

Reporting to the Chair, the Assistant to the Chair provides administrative support while interacting with faculty members, students and others, both inside and outside the university. The Assistant deals with sensitive, restricted, confidential matters, and provides advice and guidance to members of the department, other units on campus, external agencies, and the public with discretion, tact and diplomacy.

The position is responsible for initiating and carrying out a variety of administrative functions of the general office including:

- Administrative support for the Chair, faculty and department members including faculty appointments, recruitments, reappointment, promotion and tenure cases;
- Administrative support with departmental budget, specific purpose, study abroad, field school and research accounts;
- Support for meetings, committees and special events;
- Other duties similar in scope and complexity as assigned by the Chair.

This position provides back-up coverage for the Administrative Officer’s duties in their absence and also provides coverage for main office positions (Reception, Financial Secretary and Graduate Secretary) in their absence or during peak periods.
- Job RequirementsA minimum of three (3) years of experience working in an administrative or similar role preferably in a post-secondary or institutional environment. An equivalent combination of education, training and experience may be considered.

**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.
- Experience with pre-planning and recording meetings.
- Experience with event planning and coordination.
- Ability to work independently with limited supervision
- Strong communication and interpersonal skills with demonstrated ability to work effectively within a team environment
- Ability to learn new computer software and technology as required.

**Specialized Knowledge/Education**:

- Secondary school graduation or equivalent.
- Completion of some post-secondary courses in office administration or equivalent is preferred.

**Assets/Preferences**:

- Knowledge and understanding of university policies and procedures is considered an asset.
- Knowledge of Banner Student System, FAST Student, FAST Financial, FAST HR, and Chrome River are an asset.

**Territory acknowledgement**

We acknowledge and respect the lək̓ʷəŋən peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W̱SÁNEĆ peoples whose historical relationships with the land continue to this day.

**Equity and Diversity Statement**

**Accessibility Statement

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