Assistant to the Director

University of Victoria; Victoria; Hybrid; CAD 58,000 - 60,000; Full time

Job summary

The University of Victoria is seeking a capable administrative professional to provide centralized support for the School of Social Work. You will assist the Director with a wide range of tasks, including policy interpretation, meeting coordination, and minute taking.

You will handle HR duties such as faculty searches and reappointments while ensuring confidentiality, organization, and timely completion of tasks in a hybrid work environment.

Qualifications

• 3 or more years’ experience in an advanced administrative role, preferably in a post-secondary environment.
• Extensive experience with electronic calendaring and electronic file management.
• Experience with financial management and records management.
• Experience and knowledge in handling highly confidential and sensitive materials.
• Experience managing support staff including schedules, requests for time off, etc.

Responsibilities

• Provide centralized administrative support to the Director of the School of Social Work.
• Organize meetings, take minutes, and edit responses to inquiries.
• Manage personnel files and reconcile the department budget.
• Support HR processes including faculty searches and reappointments.
• Maintain confidential and professional work practices and support the Administrative Officer.

Skills

Calendar management

Confidential handling

Communication

Team leadership

Organization

Tools

MS Office Suite

Adobe Creative Suite

Content management systems

Banner / UVic systems

Job description

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Organizational Unit

University of Victoria > Faculty of Health > Social Work

Location

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

Posting Close Date

11 November 2026

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

FTE

1.0

Salary Grade

$5,177.00 - $5,338.00

Additional Posting Information:

Limited to internal applications

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, 8:30 am - 4:30 pm

Start Date

11/23/2026

End Date

5/28/2027

Employee Group:

CUPE 951 - Term

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world–class research and commitment to civic engagement.

*This position is eligible for a hybrid flex arrangement*

Monday, Tuesday and Wednesday in the office, Thursday and Friday remote.

Job Summary

This position is the central administrative support role for the School of Social Work and provides dedicated and advanced administrative support to the Director. This position carries out a wide variety of academic, administrative, and analytical tasks, including interpreting and communicating University and department policy and procedures to faculty, staff and students, organizing meetings and appointments, taking minutes, composing and editing responses to inquiries, managing personnel files, reconciling the department budget and record keeping.

This position assists with a variety of human resource responsibilities such as coordination of faculty searches and the faculty reappointment, tenure, and promotion processes. This position is responsible for the smooth operations of the administrative office of the School of Social Work, including managing the work schedules and ensuring environment and equipment are appropriate for optimal functioning. This position also provides support to the Administrative Officer as required.

Job Requirements

Experience:

• 3 or more years’ experience in an advanced administrative role, preferably in a post-secondary environment.
• Extensive experience with electronic calendaring and electronic file management.
• Experience with financial management and records management.
• Experience and knowledge in handling highly confidential and sensitive materials.
• Experience managing support staff including schedules, requests for time off, etc.

Knowledge, skills, and 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.
• Superior organizational skills with the ability to manage multiple, competing tasks and priorities to meet strict deadlines in a complex environment.
• Excellent oral and written communication skills required for working effectively with all levels of the university community, exercising tact, diplomacy, and good judgment.
• Ability to work effectively both independently and in a team environment, building effective professional relationships to achieve the school’s goals and objectives.
• Ability to effectively assess, organize and carry out work processes.
• Ability to maintain a high level of confidentiality and professionalism.
• Self-motivated and self-directed with a willingness to take on new responsibilities and adapt, manage, and facilitate change.
• Strong leadership skills and ability to oversee and direct work of others.
• Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems).

Specialized knowledge/education

• Significant experience and advanced knowledge in MS Office, especially Outlook calendaring is essential.
• Knowledge of UVic systems, policies, procedures, i.e. FAST, FMIS, AIRS, Banner, Chrome River, Zoom, Microsoft Teams is considered an asset.
• Ability to become aware of School’s Mission statement; learning outcomes and the schools guiding principles such as Anti Oppressive Knowledge, Social Justice, and Decolonial-equity work.

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.