Administrative Assistant, Corporate Operations

University of Victoria; Victoria; On-site; CAD 42,000 - 64,000; Full time

Job summary

Ocean Networks Canada (ONC) is seeking an Administrative Assistant to support the Corporate Services office, focusing on HR administration, office operations and facilities coordination. The role includes surge support to the reception desk and event planning, with coverage for other administrative staff as needed.

Ideal candidates will have 3–5 years of corporate or HR administration experience, a solid grasp of UVic policies, and proficiency with MS Office, SharePoint and related tools.

Qualifications

• Comprehensive knowledge of HR administrative processes and procedures.
• Advanced proficiency using MS Office, including Visio, Share Point, and Adobe Acrobat.
• Strong ability to perform precise calculations and assess employee eligibility for vacation/payments.
• Experience with databases such as Confluence and Alfresco would be an asset.

Responsibilities

• Provide administrative support for Human Resources, office administration and facilities management.
• Surge support to the ONC reception desk and event planning as required.
• Coverage for other ONC Administrative Assistants during absences and vacations.

Skills

Multitasking

Initiative

Organization

Calendar coordination

Communication

Confidentiality

Independent work

Problem solving

Teamwork

Pressure management

Diplomacy

Written & verbal communication

Physical lifting up to 25 lbs

Education

Bachelor’s degree or equivalent

Tools

MS Office

Visio

SharePoint

Adobe Acrobat

Confluence

Alfresco

Job description

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, Information Technology, and Project Management, and conducts activities in support of ONC’s strategic priorities.

Reporting to the Corporate Services Coordinator, the Administrative Assistant 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 payband level.

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 independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
• Ability to take initiative and improve processes where possible
• Ability to work under pressure and meet strict and often emergent deadlines
• Ability to communicate with tact and diplomacy
• Strong written and verbal communication skills
• Ability to occasionally lift, bend, reach, push and carry a weight up to 25 lbs (approx. 11 kgs)

Specialized Knowledge/Education

• Comprehensive knowledge of Human Resources administrative processes and procedures
• Advanced proficiency using MS Office, including Visio, Share Point, and Adobe Acrobat.
• Strong ability to perform precise calculations and accurately assess employee eligibility for vacation and/or compensatory time off payments
• Experience with databases such as Confluence and Alfresco would be an asset

Experience

• A minimum of 3-5 years of experience in corporate administration and/or Human Resources administration, preferably in an academic, research or scientific environment
• Demonstrated strong customer service with proven experience handling highly sensitive, and confidential matters is essential
• Experience with UVic policies and procedures, and a good working knowledge of the UVic FAST and HR system is considered a strong asset