Administrative Assistant, Indigenous Initiatives

University of Victoria; Victoria; On-site; CAD 42,000 - 62,000; Full time

Job summary

University of Victoria is seeking an Administrative Assistant to support the Director, Finance and Administration and the Program Manager, Indigenous Initiatives. The role involves confidential, culturally sensitive administrative tasks, calendar management, and coordination of Indigenous cultural awareness initiatives.

You will assist with event planning, committee support, and process improvements across the Dean’s Office, requiring strong communication and meticulous attention to detail when

Qualifications

• Minimum of three (3) years of recent experience in an administrative support role.
• Post-secondary education or equivalent is preferred.
• Ability to maintain confidentiality and handle sensitive information.
• Strong communication skills and cultural awareness in Indigenous contexts.
• Experience with university administration and committee support is advantageous.

Responsibilities

• Provide calendar management, correspondence, and document preparation for the Program Manager.
• Coordinate committees and support Indigenous initiatives and events.
• Assist with event planning and Dean’s Office processes as needed.
• Backup support for other administrative positions as required.

Skills

Diversity & inclusion

Time management

Problem solving

Policy interpretation

Effective communication

Administration

MS-Office Suite

Adobe Creative Suite

Content management systems

Indigenous cultural protocols

UVic systems (Banner, Cascade, FAST, K

Education

Post-secondary education or equivalent

Tools

MS Office Suite

Adobe Creative Suite

Content management systems

Banner

Cascade

FAST Student

Kuali

FMIS

AIMS

WebReqs

Job description

Reporting to the Director, Finance and Administration and supporting the Program Manager, Indigenous Initiatives, the Administrative Assistant, provides confidential, culturally sensitive, and high-level administrative support in a large and diverse Faculty. The Faculty of Health (HLTH) encompasses eight academic units, a central Research Support Team, and an Indigenous Student Support Centre with over 100 faculty members and 60 support staff.

The Assistant supports the effective administration of the Program Manager’s portfolio by providing calendar management, correspondence, document preparation, and committee coordination related to Indigenous cultural awareness and decolonization initiatives. The role requires strong cultural acuity, professional communication skills, and attention to detail when working with sensitive information and engaging with Indigenous faculty, staff, students, Elders, community members and campus partners.

As a member of the Dean’s Office team, this position also provides event planning support, assists with processes across the Dean’s Office, and acts as a backup for administrative positions as needed.

Experience

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

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.
• Demonstrated experience with administrative tasks such as composing correspondence, scheduling meetings, managing calendars, maintaining confidential information and supporting committees.
• Strong proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems).
• Understanding of Indigenous cultural protocols, histories and values, with an emphasis on respecting and integrating both local and non-local traditions and historical contexts.
• Experience with UVic systems such as Banner, Cascade, FAST Student, Kuali, FMIS, AIMS, and WebReqs, is an asset.
• Supporting senior-level committees is an asset.