Front Desk Administrative Assistant

Organizational UnitUniversity of Victoria -> Research Centres -> Institute on Aging & Lifelong HealthLocationUniversity of Victoria - Victoria, BC V8W 2Y2 CA (Primary)Posting Close Date30 October 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.ClassificationSecretary/PB8Hours of WorkMonday to Friday, 8:30 am – 4:30 pmEmployee Group:CUPE 951 - Regularof Hires Needed1CategoryAdministrative and Support ServicesAbout this OpportunityThe Institute on Aging and Lifelong Health (IALH) at the University of Victoria is a multidisciplinary research centre dedicated to advancing lifelong health through basic and applied research. We use a comprehensive, interdisciplinary approach that encompasses the social, psychological, environmental, and cultural determinants of health, and consider the structural and institutional factors that influence health outcomes of well-being for our population. We recognize aging is a life-long process influenced by development and change across the life course. Within this general framework, our research focuses on longitudinal and cross-sectional studies in the areas of clinical health, population health and well-being, and health services.Job SummaryReporting to the Institute Secretary, the Administrative Assistant is the first point of contact for the Institute on Aging and Lifelong Health (IALH) and plays a key role in supporting the smooth and effective operations of a busy, interdisciplinary health research centre.The Institute on Aging & Lifelong Health conducts basic and applied research to advance lifelong health, with a broad approach that considers the social, psychological, environmental, and cultural contexts in which people live, as well as the institutions that influence population health.The Administrative Assistant creates a welcoming and professional first impression for all visitors and participants, and provides a wide range of administrative, communications, and organizational support. Key areas of responsibility include reception services, coordination of meetings and events, management of the institute's social media and communications, scheduling and preparation for meetings, support for research events and conferences, and records and inventory management. This role works closely with faculty, staff, students, and community partners to ensure effective, inclusive, and well-organized institute operations.Job RequirementsExperience:This position requires a level of education, training, and experience equivalent to 3 years' experience working within a comparable environment.Knowledge/Skills/Abilities:Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.Experience coordinating events, meetings, and schedules, including managing multiple calendars and email inboxes.Clear and professional communication skills.Proficiency with office software, video conferencing tools, and social media platforms.Strong organizational skills to manage multiple priorities, urgent deadlines, and interruptions while maintaining accuracy and attention to detail.Attention to detail and accuracy in records, documents, and scheduling.Understanding of event coordination, including logistics for in-person, virtual, and hybrid formats.Knowledge of research administration processes, including grant support and academic CV maintenance.Ability to troubleshoot basic software and equipment issues.Discretion and judgment when handling sensitive or confidential information.Proficiency with office software and tools, including MS Office, Adobe Creative Cloud, and website/content platforms such as Cascade, Canva, or WordPress; photography skills are an asset.Knowledge of university policies, research administration processes, and related funding or government agencies; experience with UVic systems is an asset.Ability to adapt to changing priorities, take initiative to improve processes, and occasionally work evenings or weekends for events.Capacity to move items up to 25 lbs as required for event and office set-up.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