Receptionist/secretary

2 months ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Faculty of Science -> Physics & Astronomy- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
- Posting Close Date- 17 October 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 0.8- Salary Grade- $4,017.00 - $4,138.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- Receptionist/Secretary/PB5- Hours of Work- Monday - Friday; 28 hrs/week- 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 Modified Work Schedule*_**

This position is for 28 hours over a 5-day week.
Suggested hours are 9:30 am-4:00 pm Mon, Tues, Thurs, Fri, & 9:30 am -4:30 pm Wed.
- Job SummaryThis position is the first point of contact for the Department of Physics and Astronomy, and provides front line receptionist duties and administrative support in the General Office.

Responsibilities include General Office support (reception, ordering supplies, room bookings, sorting and distributing mail/courier items); organizing, preparing and compiling materials for exams, textbooks and other course materials; assisting the Graduate Assistant with graduate related matters; maintaining departmental library; assisting colloquium/seminar coordinators in advertising and arranging visitor itinerary; producing and distributing departmental newsletters; assisting with Department purchasing and accounting; Performs other duties similar in scope and complexity as required.
- Job Requirements**Skills**:

- Acts effectively and professionally in a receptionist capacity in a busy General Office
- Ability to work independently while being a team player
- Ability to communicate effectively with faculty, staff and students utilizing initiative, tact and diplomacy
- Ability to communicate effectively with faculty, staff and students in a calm, courteous and cooperative manner regarding policies and procedures related to student exams, registration, and travel claims
- Good organizational skills and ability to multi-task with accuracy and within deadlines while in a busy office environment with frequent interruptions
- Good knowledge of general office procedures

**Specialized Knowledge/Education**:

- 1-3 years related experience in a general office environment
- Basic web editing experience would be an asset
- Experience with University systems: BANNER, FMIS, Chrome River and FAST Student Reporting considered an asset

**Experience**:

- Minimum of one year secretarial experience or equivalent combination of education and experience

**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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