Administrative Assistant

University of Victoria; Victoria; On-site; CAD 45,000 - 60,000; Full time

Job summary

The University of Victoria in Victoria, BC seeks an Administrative Assistant to support the Office of the Dean of Science. You will be the first point of contact for visitors and emails, and provide clerical support to the Dean’s Office, assisting the Dean’s Assistant, Associate Deans, and Director of Administration.

The role requires strong organizational skills, calendar management, minute taking, and meticulous confidential handling.

Qualifications

• 2 years of administrative experience or equivalent education.
• Experience using MS Office, SharePoint/Connect, databases and spreadsheets.
• Understanding of university policies and governance is an asset.
• Experience in a post-secondary environment is preferred.

Responsibilities

• Serve as the first point of contact for the Office of the Dean of Science.
• Provide administrative support to the Dean’s Office and collaborate with the Dean’s Assistant, Associate Deans, and Director of Administration.
• Support calendar management, minute taking, and meeting coordination.

Skills

Meeting and calendar coordination

Minute taking

Interpersonal and communication skills

Organization and deadline management

Attention to detail

Independent work with limited_supervis

Confidentiality and privacy

Microsoft Office proficiency

Education

Experience or education in office administration

Familiarity with university policies and governance

Tools

SharePoint/Connect

Databases and spreadsheets

Job description

Reporting to the Dean’s Assistant, the Administrative Assistant acts as the first point of contact for the Office of the Dean of Science, provides administrative support for the Dean’s Office, and works closely with the Dean’s Assistant, the Associate Deans, and Director of Administration (DA) to provide administrative support and facilitate their work.

Skills

• Strong administrative skills, including meeting and calendar coordination and minute taking.
• Strong interpersonal and communication skills and the ability to relate well and work effectively within a team environment as well as the larger UVic community.
• Ability to organize work to meet multiple deadlines and with frequent interruptions.
• Attention to detail and accuracy.
• Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
• Ability to maintain confidentiality and abide by privacy protocols.
• Experienced and proficient in the use of Microsoft Office applications and UVic or other online and computerized systems.

Specialized Knowledge/Education

• Knowledge of office and business administration and relevant best practices, obtained through experience, training, or coursework towards a certificate or diploma.
• Understanding of the University’s policies, procedures, governance, Collective Agreement an asset.

Experience

• 2 years’ experience in an administrative role or equivalent education.
• Demonstrated work experience using a variety of office equipment, software and programs including MS Office, SharePoint/Connect, databases, spreadsheets, etc.

Preference Will Be Given For Experience

• In a post-secondary environment.
• Using large, complex systems (e.g. FAST, WebReq, FMIS or equivalents).

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