Assistant to the Chair

University of Victoria; Victoria; On-site; CAD 55,000 - 75,000; Full time

Job summary

A prominent educational institution is seeking an Assistant to the Chair who will provide comprehensive operational and administrative support. Ideal candidates should have extensive experience in senior administrative roles, excellent organizational and problem-solving skills, and the ability to maintain confidentiality. The role involves managing a range of tasks including scheduling, communication, and collaboration within a diverse team environment. Commitment to fostering an inclusive and respectful ongoing operations is crucial.

Qualifications

• 5 years’ experience in a senior administrative support role in a higher education setting.
• Strong capability in handling confidential information.
• Minimum of 3 years’ supervisory experience preferred.

Responsibilities

• Provide operational and administrative support to the Chair.
• Handle diverse administrative tasks related to operations and academic programs.
• Schedule meetings and coordinate calendars effectively.

Skills

Organizational skills

Problem-solving skills

Communication skills

Teamwork

Judgment and independent thinking

Education

Post-secondary courses in office administration

Tools

MS-Office Suite

Outlook calendaring

Job description

Working within a team that supports teaching and research in a large and complex unit of over 140 personnel and more than 4,000 annual undergraduate course registrations, the Assistant to the Chair provides comprehensive operational and administrative support to the Chair, faculty, students, and teaching and research personnel, handling a wide range of administrative tasks relating to general operations, academic programs and diverse research initiatives.

Experience

This position requires a level of training and experience equivalent to 5 years’ experience working in a senior administrative support role in a post-secondary institution or comparable environment; must include navigating detailed processes, providing high-level service, and handling confidential information.

Knowledge/Skills/Abilities

A minimum of three years’ supervisory experience is preferred.

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Excellent organizational and problem-solving skills with the ability to prioritize and organize workload efficiently to meet deadlines.
• Ability to independently process and interpret policies and procedures.
• Ability to solve problems by using judgement, independent thinking and analysis.
• Experience composing various business communications such as emails, memos and reports.
• Experience scheduling meetings and calendar coordination.
• Willingness to work as part of team or without supervision.
• Ability to relate effectively with faculty, staff, students and the general public, exercising initiative, good judgment, tact and diplomacy regarding sensitive and confidential matters.
• Proficiency with computer applications such as MS-Office Suite, email management and Outlook calendaring; comfortable learning new software.

Specialized Knowledge/Education

• Completion of some post-secondary courses in office administration is preferred.
• Knowledge of the university's academic regulations, Human Resources policies and procedures, the CUPE951 collective agreement, the Faculty Collective Agreement, and the university's records management, information security, and protection of privacy policies.
• Knowledge of Banner Student, FAST Student, FAST HR, FAST Financial, SharePoint and Cascade is considered an asset.