Administrative Assistant

University of Victoria; Victoria; On-site; CAD 40,000 - 55,000; Full time

Job summary

L'Université de Victoria recherche un(e) Assistant(e) Administratif(ve) pour soutenir diverses fonctions administratives essentielles. Ce rôle implique la gestion de tâches critiques et la communication avec les représentants exécutifs. L'idéal est un candidat avec une expérience solide dans des environnements d'enseignement supérieur, capable de travailler avec un haut niveau de confidentialité et d'autonomie.

Qualifications

• Minimum trois (3) ans d'expérience récente dans un rôle similaire.
• Capacité à gérer des informations personnelles et sensibles.
• Familiarité avec les systèmes administratifs universitaires et documents RH.

Responsibilities

• Fournir un soutien administratif aux fonctions opérationnelles et humaines.
• Traiter et maintenir les dossiers de ressources humaines et de paie.
• Assurer le support des comités universitaires.

Skills

Interpersonal skills

Verbal communication

Written communication

Customer service orientation

Organizational skills

Problem-solving skills

Attention to detail

Time management

Education

Secondary school graduation or equivalent

Post-secondary coursework in office or business administration

Tools

Microsoft Office

Databases

Spreadsheets

MS Teams

SharePoint

FAST Finance

FAST HR

Banner

Job description

Reporting to the Administrative Manager for the Office of the Registrar, the Administrative Assistant is a member of the OREG Central Services Team and performs a wide range of key functions in support of the operational, human resource, and administrative requirements of the OREG. Key responsibilities include providing high-level administrative support to the Registrar, Deputy Registrar, Associate Registrars, and ORLT; processing and maintaining departmental human resource and payroll records; performing accounting and budgeting functions; supporting university committees; and liaising with General Counsel. This role requires excellent decision-making, priority setting, and multitasking skills, along with a high level of confidentiality. The Administrative Assistant proactively identifies team needs and is self-directed in their work.

The role also involves providing backup support for the Administrative Manager and other team members, requiring familiarity with team processes and procedures to ensure seamless coverage during absences.

Experience
Minimum three (3) years of recent experience in a similar role, preferably within a post-secondary or institutional environment, or an equivalent combination of education, training, and experience.

Related Work Experience Should Include

• Providing administrative services to senior staff and offices;
• Handling personal, confidential, and sensitive information;
• Using office equipment, software, and programs such as databases, spreadsheets, MS Teams, SharePoint, etc.

Preference will be given to applicants with knowledge of FOIPPA, Records Management policies, university administrative systems (e.g., FAST Finance, FAST HR, UVic Careers, Banner, FAMIS, Chrome River, Connect), familiarity with HR and payroll documents, and general knowledge of UVic administration and the Division of Student Affairs.

Knowledge/Skills/Abilities

• Excellent interpersonal, verbal, and written communication skills; customer service orientation; tactfulness; patience.
• Proficiency in Microsoft Office; strong organizational, time management, and problem-solving skills; sound judgment in sensitive matters.
• High accuracy, attention to detail, and proofreading skills.
• Professional demeanor, teamwork, relationship-building skills.
• Ability to work independently, exercise judgment, and adapt to changing technology and procedures.
• Effective prioritization and organization under pressure.
• Self-motivated, adaptable, and change-ready.
• Customer service focus with cultural sensitivity.
• Experience with accounting and financial transactions.
• Knowledge of office administration practices and systems.
• Ability to lift equipment and boxes up to 20 lbs.

Specialized Knowledge/Education

• Secondary school graduation or equivalent.
• Post-secondary coursework in office or business administration preferred.

An equivalent combination of training, education, and experience may be considered.