Administrative Assistant

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

Job summary

A Canadian university is seeking an Administrative Assistant to support the transition of four departments into one. Responsibilities include social media coordination, managing events, and ensuring file organization. The ideal candidate has a secondary school diploma and experience in a comparable role, with strong skills in organization and communication. This position emphasizes a commitment to diversity and effective customer service.

Qualifications

• 6 months of experience in a comparable administrative role.
• Experience with record-keeping and data entry.
• Ability to work independently and collaboratively.

Responsibilities

• Provide administrative support during departmental transition.
• Assist with social media coordination and event support.
• Manage file digitization and organization.

Skills

Commitment to diversity

Proficiency in MS-Office Suite

Effective communication

Event planning

Problem solving

Organizational skills

Education

Secondary school diploma or equivalent

Tools

SharePoint

Adobe Suite

Google Analytics

Job description

Reporting to the Administrative Officer and working closely with the Chair and other administrative staff in the School of Languages, Literatures and Cultures, this position will provide administrative support during the transition from four departments into one interdisciplinary School. The Administrative Assistant assists with social media coordination, event support, promotion of current and emerging programs, preparing the unit’s promotional materials, scheduling workshops, assisting with the preparation of reports and statistics, and special projects as assigned. This position also assists with file digitization, organization, and management for ensure all files, share drives and SharePoint sites are transitioned and saved in a consistent manner.

Experience

This position requires a level of education, training, and experience equivalent to six (6) months 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.
• Proficiency with computer applications and willingness to learn new programs (i.e., MS-Office Suite, Adobe Suite, content management systems, SharePoint, Video Editing software, and Google Analytics, Cascade, Brightspace).
• Ability to prioritize and manage time and tasks with attention to detail.
• Demonstrated experience with record keeping and data entry.
• 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.
• Ability to work independently and as a team member.
• Ability to adapt to changing work environments.
• Experience composing various business communications such as emails, memos, and reports.
• Ability to provide effective customer service.
• Experience with event planning and coordination.
• Demonstrated ability to adapt to new technology and processes.
• Superior organizational skills.
• Familiarity with ASL, French, German, Italian, Russian or Spanish would be considered an asset.

Specialized Knowledge/Education

Secondary school diploma or equivalent.