Graduate Secretary

Found in: Talent CA C2 - 2 weeks ago

Victoria, Canada University of Victoria Full time

About this

Opportunity

The 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.

* Possibility of extension beyond June 3, 2025*

Job Summary

The Graduate Secretary provides administrative support of the Faculty’s professional graduate programs and serves as first point of contact/resource person for faculty, staff, and current and prospective graduate students. Acts as a liaison with a variety of departments within the Faculty and across campus such as Graduate Studies and Graduate Admissions.

Responsibilities and key duties include:

Assisting current and prospective students with interpretation of relevant departmental, program and university regulations. Liaises with the Program Director(s), Associate Dean Professional Programs and Development (ADP) and Department Graduate Secretaries regarding matters relating to the graduate and professional programs, departmental calendar changes and any program related issues. Maintains an extensive graduate student list in coordination with the other Graduate Secretaries as well as creating and developing other databases/spreadsheets to maintain a variety of statistical data pertaining to the professional programs; processes administrative forms for students and faculty and forwards them to the appropriate departments on campus. Under the direction of the ADP, prepares, distributes, and collects Professional Course and Program Evaluations. Provides coverage during extended absences of the other secretarial positions in the office with similar scope and complexity. Job Requirements

This position requires a level of education, training, and experience equivalent to 2 years of experience working within a comparable environment.

Knowledge/Skills/Abilities:

Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment. Ability to prioritize and manage time and tasks with attention to detail. Ability to problem solve by using judgement, independent thinking and/or analysis. Ability to interpret policies and procedures. Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences. Experience composing various business communications such as emails, memos, and reports. Demonstrated ability to work independently as well as part of a team. Experience in maintaining confidential and sensitive information. Experience with event planning and coordination. Demonstrated experience providing effective customer service. Advanced proficiency with computer applications (i.e. MS-Office Suite, content management systems, etc.). Providing first-point-of contact support and customer service. High volume of work and managing changing priorities. Understanding of basic web editing/updating to existing websites would be an asset. Knowledge of BANNER, FAST, Cascade, SharePoint, and Grapple, File Maker Pro is considered an asset. Familiarity with UVic graduate studies programs, policies, procedures, and systems is considered an asset.


Specialized Knowledge/Education:

Secondary school diploma or equivalent. Some related post-secondary course work would be considered an asset.

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.

Accessibility Statement If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.

  • Graduate Secretary

    2 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Science -> Mathematics & Statistics- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 14 April 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,363.00 - $4,525.00- Additional Posting Information: - N/A-...

  • Graduate Program Assistant

    5 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Engineering -> Computer Science- Posting Close Date- 4 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,236.00 - $4,362.00- Additional Posting Information:- Salary posted will be pro-rated based on FTE- Classification- PB7- Hours of Work-...

  • Departmental Secretary

    5 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Science -> Earth & Ocean Sciences- Posting Close Date- 4 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,738.00 - $4,885.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE- Classification- Secretary PB10-...

  • Receptionist/secretary

    6 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Science -> Physics & Astronomy- Posting Close Date- 12 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 0.8- Salary Grade- $3,900.00 - $4,017.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE- Classification- Secretary/PB5-...

  • Secretary, Bc Cancer, Victoria, Bc

    15 hours ago

    Victoria, Canada PHSA Full time

    **Secretary,** **BC Cancer,** **Victoria, BC** Are you a highly organized person with strong administrative skills? As a collaborative member of the health care team, the Secretary provides secretarial and administrative support within a team setting. Maintains a safe environment for patients, families and staff by adhering to safety policies, procedures,...

  • Department Receptionist

    16 hours ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Engineering -> Mechanical Engineering- Posting Close Date- 21 March 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $3,755.00 - $3,872.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE- Classification- PB7- Hours...

  • Secretary, Op-oncology Clinic, Bc Cancer Agency

    3 days ago

    Victoria, Canada PHSA Full time

    **Secretary, Op-Oncology Clinic,** **BC Cancer Agency,** **Victoria BC** **As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.** As a collaborative member of the health care team, the Secretary provides secretarial and administrative support within a team setting....

  • Program Assistant

    16 hours ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Human & Social Dev -> Indigenous Governance Program- Posting Close Date- 24 March 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $3,604.00 - $3,712.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE-...

  • Program Assistant

    2 weeks ago

    Victoria, Canada Island Health Full time

    **Job Description**: In accordance with the Vision, Purpose, and Values, and strategic direction of Island Health (Vancouver Island Health Authority), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Gathers and...

  • Co-op and Career Assistant

    3 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Co-operative Education- Posting Close Date- 11 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,236.00 - $4,362.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE- Classification- CUPE 951 PB7- Hours of Work- Monday...

  • Co-op and Career Assistant

    16 hours ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Co-operative Education- Posting Close Date- 7 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,180.00 - $4,309.00- Additional Posting Information:- Salary posted will be pro-rated based on FTE- Classification- CUPE 951 PB7- Hours of Work- Monday to...

  • Clk 09r

    2 days ago

    Victoria, Canada BC Public Service Full time

    Posting Title- CLK 09R - Administrative Assistant- Position Classification- Clerk R9- Union- GEU- Work Options- Hybrid- Location- Victoria, BC V9B 6X2 CA (Primary)- Salary Range- $48,729.07 - $54,899.19 annually- Close Date- Job Type- Regular Full Time- Temporary End Date- Ministry/Organization- BC Public Service -> Ministry of Forests- Ministry Branch /...

  • Administrative Assistant

    4 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty of Engineering -> Electrical Engineering- Posting Close Date- 27 March 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $3,649.00 - $3,761.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE- Classification- PB6- Hours...

  • Clk 09r

    2 days ago

    Victoria, Canada BC Public Service Full time

    Posting Title- CLK 09R - Administrative Assistant- Position Classification- Clerk R9- Union- GEU- Location- Victoria, BC V9B 6X2 CA (Primary)- Salary Range- $45,647.93 - $51,427.75 annually- Close Date- 2/23/2023- Job Type- Regular Full Time- Temporary End Date- Ministry/Organization- BC Public Service -> Health- Ministry Branch / Division- HSIAR / ADM...

  • Administrative Assistant

    2 days ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Faculty Of Humanities -> Fac of Humanities - General- Posting Close Date- 14 May 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,180.00 - $4,309.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE- Classification-...