General Office/Graduate Secretary

Organizational UnitUniversity of Victoria -> Faculty of Fine Arts -> TheatreLocationUniversity of Victoria - Victoria, BC V8W 2Y2 CA (Primary)Posting Close Date16 December 2025Please note that positions will close at 4 p.m. on the closing date.FTE1.0Salary Grade$4, $4,720.00Additional Posting Information:N/ASalary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.ClassificationPB8Hours of WorkMonday to Friday, 8:30 am - 4:30 pmEmployee Group:CUPE 951 - Regularof Hires Needed1CategoryAdministrative and Support Services, Arts, Entertainment, and Media, Education, Training, and LibraryAbout this OpportunityThe Department of Theatre in the Faculty of Fine Arts is seeking an organized, proactive, and service-oriented General Office/Graduate Secretary to join our dynamic academic community. This role is central to supporting both the administrative operations of the Department and the learning experience of our undergraduate and graduate students. Working closely with the Chair, faculty, staff, and students, you will contribute to the smooth functioning of a busy academic unit known for its collaborative culture, creative environment, and commitment to student success.A unique aspect of this opportunity is the requirement to work independently in the office for extended periods. The successful candidate will be a self-starter who is comfortable navigating systems, solving problems, and learning new processes with limited on-site guidance. A high degree of autonomy, initiative, and sound judgment will be essential for success in this role.We encourage applicants who thrive in a varied workload, enjoy supporting others, and bring strong organizational, communication, and problem-solving skills.As part of the application process, please include a cover letter demonstrating how your experience aligns with the responsibilities and qualifications outlined in this posting.Job SummaryThe Department of Theatre offers comprehensive undergraduate general, major, and honours programs and graduate programs. The Department is composed of 12 regular faculty members, 8 professional/technical staff and numerous sessional lecturers.Reporting to the Chair, the General Office/Graduate Secretary provides administrative support while interacting with faculty members, students and others, both inside and outside the university. The Secretary 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 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;Office Management;Administrative support for the faculty and department members including faculty/staff appointments, recruitments, promotion and tenure cases;General office support;Reception;Department Graduate Secretary;Undergraduate Student support; andSupport for meetings, committees and special eventsThe Secretary administers all systems and processes that are required in a professional office ensuring accuracy and completeness of documentation, maintaining the departmental filing system, and facilitating the archiving or disposal as per Records Retention guidelines and Freedom of Information regulations.Job RequirementsExperience:At least 3 years experience working in an administrative support role.Experience working in a post-secondary academic environment.Experience with UVic information systems (FAST, BANNER) considered an asset.An equivalent combination of education and experience may be considered.Knowledge/Skills/Abilities: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.Possess a strong sense of urgency and follow through.Excellent communication skills. Willingness to work as part of team or without supervision, and the interpersonal skills to carry out this role effectively and efficiently.Ability to relate effectively with faculty, staff, students and the general public, exercising initiative, good judgment, tact and diplomacy regarding sensitive and confidential matters.Ability to resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis.Comfortable in learning new computer software as required.Specialized Knowledge/Education:Advanced computer skills with MS-Office Suite (Word, Excel, Outlook, PowerPoint), email management and calendaring, Adobe Acrobat and Connect.Knowledge of BANNER, FAST, Cascade and Connect considered an asset.Knowledge of the University's academic regulations, Accounting and Human Resources procedures and policies, post-doc policies, various collective agreements (including the Faculty Association Collective Agreement), the ARPT process, and the University's Freedom of Information Guidelines and Records Retention Guidelines considered an asset.Post-secondary degree or coursework considered an asset.Experience working in a Theatre or Fine Arts context an asset.Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups.Read our full equity statement here: Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: Any personal information provided will be maintained in confidence.What UVic Offers: To learn more click here