Administrative Assistant HR

4 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.

* This position is eligible for a Hybrid Work Arrangement*

Job Summary

Ocean Networks Canada (ONC) is a world-leading organization supporting ocean discovery and technological innovation. ONC is as a not-for-profit society that operates and manages innovative cabled observatories on behalf of the University of Victoria that supply continuous power and Internet connectivity to various scientific instruments located in coastal, deep-ocean and Arctic environments. ONC’s cable arrays host hundreds of sensors distributed in, on and above the seabed, along with mobile and land-based assets. These strategically located instruments address key scientific and policy issues (subsea earthquakes and tsunamis, ocean acidification, marine biodiversity, etc.) within a wide range of environments.

The Corporate Services division supports the operations of the organization including Human Resources, Facilities, and Information Technology, and conducts activities in support of ONC’s strategic priorities.​

Reporting to the Corporate Services Manager, the Administrative Assistant HR and Facilities, supports the effective and efficient operations of the Corporate Services office, by providing administrative support to the Corporate Services team. This position is primarily responsible for providing administrative support for Human Resources, office administration and facilities management. This position will also provide surge support to the ONC reception desk and event planning as required and coverage for other ONC Administrative Assistants during absences and vacations performing duties of a similar complexity and pay band level.

Job Requirements

Skills:

Ability to manage multiple demands, interruptions and deadlines, problem-solve and maintain a high degree of accuracy. Ability to work independently and to take initiative to organize a very heavy and varied workload in order to meet competing critical deadlines.  Excellent organizational skills including attention to detail, time management, and ability to multi-task in a fast-paced environment. Exceptional administrative skills including meeting and calendar coordination. Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies. Experience in effectively maintaining the confidentiality of highly personal and sensitive information. Ability to work with limited supervision and resolve tasks and/or problems by exercising judgement and innovation and employing critical thinking and/or analysis. Ability to improve processes where possible Ability to work under pressure and meet strict and often emergent deadlines Ability to communicate with tact and diplomacy Strong communication skills Ability to occasionally expected to move a weight up to 25 lbs (approx. 11 kgs)


Specialized Knowledge/Education:

Knowledge of Human Resources administrative processes and procedures Advanced level of computer skills including MS Office (Word, Excel, PowerPoint) applications is required. Good working knowledge of the UVic FAST Accounting and HR system Experience with databases such as Confluence and Alfresco, and project management software like JIRA would be an asset


Experience:

Minimum of 3-5 years of corporate administration and/or Human Resources administrative experience preferably in an academic, research or scientific-based complex work environment Strong customer service background and experience in dealing with highly sensitive, and confidential issues is essential Experience with UVic policies and procedures desirable

Territory Acknowledgement:  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.

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