Administrative Assistant

Organizational UnitUniversity of Victoria -> Faculty of Engineering and Computer Science -> Mechanical EngineeringLocationUniversity 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, $4,525.00Additional Posting Information:N/ASalary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.ClassificationPB7Hours of WorkMonday to Friday, 8:30 am - 4:30 pmEmployee Group:CUPE 951 - Regularof Hires Needed1CategoryAdministrative and Support ServicesAbout 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*Job SummaryReporting to the Assistant to the Chair and indirectly to the Administrative Officer, the Administrative Assistant is the first point of contact for the Department. The incumbent, while maintaining a welcoming environment, provides general reception and acts as a faculty resource person, answers inquiries from students, faculty, and the public by applying a limited number of established precise procedures and redirects inquiries to appropriate personnel as needed.This role involves a range of responsibilities, many of which are recurring, and often subject to frequent interruptions. This position provides administrative support for the overall operations of the Mechanical Engineering department and provides back-up coverage for the other main office staff in their absence.In addition, this position provides coverage during extended absences and back-up support to the office staff mainly the Undergraduate secretary.Acts as a department resource person; answers inquiries from students, faculty and the public; redirects inquiries to appropriate personnel as needed.Receives, sorts, and distributes incoming and outgoing mail and numerous courier packages for staff, researchers and faculty membersAccepts key deposits and issues refunds; maintains key balance spreadsheet and reconciles monthly.Handles courier invoices, BERs, TERs, Machine Shop chargebacks, course kit and supplemental exam fee deposits, and associated documentationReconcile department operating accounts and machine shop accountsAssists with purchase card (c-card) expense reportsCompletes casual and non-academic room bookings for department members.Handles office supply orders, repair calls, cheque requisitions, Printing Services requisitions, and FMIS requests as needed.Prepares, compiles, and orders textbooks and materials.Manages the faculty, staff and student photocopy codes and records, and assists with general photocopying and binding requests from staff, TA and facultyAssists sessional Instructors and faculty members with grade entry as required.Assist with the faculty salary process by updating MECH faculty CV'sProvides back-up administrative support for various committees including the preparation, formatting, and distribution of agendas, minutes, and other documents as required, scheduling and reserving meeting spaces.Assists in the organization and coordination of MECH and BME related events and projects including invitations, room bookings, catering, furniture/equipment, set-up and take-down of event materials.Assists with general administrative tasks as directed by the Assistant to the ChairAssists the Administrative Officer with administrative tasks such DCU entry, journal vouchers, and student data collection, grad office spaces as neededOrganizes and maintains the department's resource room, supplies and storage room; regularly reviews and discards outdated or unused items, and ensures items are neatly packed away.Maintains long term file storage in accordance with university retention and destruction guidelinesAssists in updating and maintaining the department and program websitePerforms other duties in similar scope as required.Job RequirementsExperience:A minimum of one (1) year of relevant experience in a similar position, preferably in a post-secondary environment or a comparably large and complex environment and/or an equivalent combination of education, training, and experience.Knowledge/Skills/Abilities:Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.Ability to manage multiple tasks and priorities within an environment with frequent interruptions.Ability to prioritize and manage time and tasks with attention to detail.Ability to solve problems by using judgement, independent thinking and/or analysis.Experience with standard office equipment.Ability to adapt to changing technologies and procedures.Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.Ability to work independently and in a team.Experience composing various business communications such as emails, memos, and reports.Experience with University systems: BANNER, FMIS, CASCADE and FAST considered an asset.Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, MS Teams).Specialized Knowledge/Education:Secondary school diploma or equivalent.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