Administrative Assistant

University of Victoria; Victoria; On-site; CAD 51,000 - 53,000; Full time

Job summary

University of Victoria’s Island Medical Program is seeking an Administrative Assistant to provide frontline support for students, faculty and visitors at the UVic MSB in Victoria, BC. You will work with the IMP team, coordinate with MDUP sites and Island Health, and assist with exam invigilation when required.

This 1.0 FTE CUPE 951 term position requires a secondary school diploma with at least 3 years’ experience, strong communication skills, and proficiency with MS Office and CMS tools.

Qualifications

• Requires 3 years' experience in a comparable environment.
• Must be organized with strong attention to detail.
• Experience handling confidential information and professional communications.

Responsibilities

• Serve as first point of contact for students, staff and visitors.
• Provide comprehensive administrative support to the IMP team.
• Coordinate with UVic and MDUP distributed sites and Island Health partners.
• Assist with exam invigilation and curricular support for Year 1 & 2.
• Occasional travel to Island Health hospital sites may be required.

Skills

Prioritization

Communication

Problem solving

Policy interpretation

Written communications

Confidentiality

MS Office

Adobe Creative Suite

Content management systems

AV equipment

Medical terminology knowledge

Meeting pre-planning

Event coordination

Education

Secondary school diploma or equivalent

Tools

MS Office Suite

Adobe Creative Suite

Content management systems

Video conferencing equipment

Job description

Organizational Unit

University of Victoria -> Island Medical Program

Location

University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date

27 September 2026

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$4,594.00 - $4,739.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.

Classification

Hours of Work

Monday to Friday, 7:30 am to 3:30 pm

Start Date

10/5/2026

End Date

5/31/2027

Employee Group:

CUPE 951 - Term

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

The Island Medical Program (IMP), based at the University of Victoria (UVic), is part of the University of British Columbia (UBC) MD Undergraduate Program (MDUP) and is one of 4 distributed sites situated across the province. The remaining provincial sites are: the Northern Medical Program (NMP), Vancouver Fraser Medical Program (VFMP) and the Southern Medical Program (SMP). The mandate of the Island Medical Program is to deliver the UBC MD Undergraduate Program, with an emphasis on training students in community and rural settings across Vancouver Island. IMP training sites are located across the traditional, ancestral and unceded territories of the Kwakwaka’wakw, Nuu-chah-nulth, and Coast Salish peoples.

The Administrative Assistant plays a key role in supporting the Island Medical Program and serves as the first point of contact for students, faculty, and visitors. This is an excellent opportunity for a highly organized, service-focused individual who thrives in a collaborative environment and is committed to delivering high-quality administrative support.

Presence at the UVic MSB is required for this position. After successful completion of probation, the position may work remotely up to one day per week subject to operational requirements.

Job Summary

The Administrative Assistant serves as the first point of contact for all students and visitors to the IMP, and provides comprehensive administrative support to students, staff and faculty. Reporting to the Manager, Strategy and Administration, this position is client focused, requires attention to detail, and multi-tasking to provide effective support to all members of the IMP team at the Medical Sciences Building (MSB).

The role communicates and works effectively with individuals throughout the University of Victoria and with representatives of the UBC MD Undergraduate Program (MDUP) distributed sites : UBC (Vancouver Fraser Medical Program), UBC-O (Southern Medical Program) and UNBC (Northern Medical Program), as well as individuals at the Island Health.

The Administartive Assistant responds to student needs and inquiries, as well as those of physicians and other professionals who teach within the Island Medical Program. This position also interfaces with suppliers and vendors regularly.This position also provides curricular support for the Year 1 & 2 team and will be part of a roster that supports exam invigilation when required. The primary work site is at the UVic MSB, travel to Island Health hospital sites associated with the IMP on Vancouver Island may be required periodically.

Job Requirements

Experience:

This position requires a level of education, training, and experience equivalent to 3 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.
• Experience in maintaining confidential and sensitive information.
• Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems, etc.).
• Ability to learn new technologies and experience with audiovisual/videoconference equipment.
• Knowledge of hospital/health authority structure and functioning, and a demonstrated understanding of medical terminology is an asset.
• Experience with pre-planning and recording meetings.
• Experience with event planning and coordination.

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 .

Accessibility Statement:

If you anticipate needing accommodations for any part of the application and hiring process contact: [e-mail] Any personal information provided will be maintained in confidence.