Faculty Support Assistant

Organizational UnitUniversity of Victoria -> Island Medical ProgramLocationUniversity 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.FTE0.8Salary 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 WorkTuesday to Friday, 8:30 am to 4:30 pmEmployee Group:CUPE 951 - Regularof Hires Needed1CategoryAdministrative and Support ServicesAbout this OpportunityThe Island Medical Program (IMP) based at UVic is one of four distributed sites delivering UBC's MD Undergraduate Program across British Columbia. The Faculty Support Assistant role provides comprehensive administrative support to senior leadership including the Dean's office, deals with confidential documents and communications, and arranges meetings, travel and events. This is an excellent opportunity for a detail-oriented, organized, and service-driven individual. We invite you to apply and become a valued member of our team.As part of your application, please include a cover letter that demonstrates your interest in this position and your relevant experience.*Upon successful completion of probation, some hybrid work may be possible when curriculum is not in session.*Job SummaryThe Island Medical Program (IMP), based at the University of Victoria (UVic), is part of the University of British Columbia (UBC) MD Undergraduate Program (MDUP) and is one of 4 distributed sites situated across the province. The remaining provincial sites are: the Northern Medical Program (NMP), Vancouver Fraser Medical Program (VFMP) and the Southern Medical Program (SMP). The mandate of the Island Medical Program is to deliver the UBC MD Undergraduate Program, with an emphasis on training students in community and rural settings across Vancouver Island. IMP training sites are located across the traditional, ancestral and unceded territories of the Kwakwaka'wakw, Nuu-chah-nulth, and Coast Salish peoples.This position provides administrative support to the Assistant Dean (AD), MD Undergraduate Education, Island Medical Program, UBC Faculty of Medicine. Reporting to the Manager, Strategy and Administration, this position provides backup support to reception and the Administrative Assistant supporting the Regional Associate Dean (RAD), Vancouver Island, UBC Faculty of Medicine . This role supports administrative tasks required by the Dean's office, including accounting/finance support for the AD, RAD, and senior leadership with regards to travel and business expense claims. This position deals with sensitive, restricted, and confidential matters regarding students and liaises with individuals and agencies, including senior officials and executives, both inside and outside UVic, UBC, and Island Health. The primary work site is UVic (Medical Sciences Building) but travel to Island Health hospital sites associated with the IMP on Vancouver Island may be required periodically.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.Demonstrated administrative and organizational skills.Ability to prioritize and manage time and tasks with attention to detail.Experience composing various communications for senior leadership such as emails, memos, and reports.Ability to problem solve and adapt with shifting priorities using judgment, independent thinking and/or analysis.Ability to work independently as well as collaborate, build, and maintain positive relationships with diverse individuals and work effectively in a team environment.Ability to interpret policies and procedures. Comfortable obtaining new information from a variety of sources.Proficiency with computer applications (i.e., MS-Office Suite, file sharing software, virtual meeting software, Adobe Create Suite, content management systems).Ability to learn new technologies and experience with audiovisual/videoconference equipment.Experience in maintaining confidential and sensitive information.Experience scheduling meetings and calendar coordination.Experience with pre-planning and recording meetings.Experience with event planning and coordination.Specialized Knowledge/Education:Secondary school diploma or equivalent.Assets:Knowledge of medical terminology and understanding of hospital/health authority structure and functioning.Previous experience working in an administrative position at a university or large complex organization.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