Department Secretary

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

Job summary

University of Victoria is seeking a Department Secretary to provide senior administrative support to the Ceremonies and Events Office. The role coordinates day-to-day activities, supports events and manages confidential information with strong organizational and communication skills.

The position offers on-site duties, flexible event hours, and opportunities to interact with the Board of Governors, Senate, and Executive offices. Proficiency in UVic systems and MS Office is essential.

Qualifications

• Minimum 3 years’ experience in a senior administrative assistant role.
• Experience in a post-secondary academic setting preferred.
• Experience with UVic information systems (FAST, Chrome River, Cascade, Banner).
• Experience with university policy, procedures and governance structure.

Responsibilities

• Provide senior-level administrative support to the Ceremonies and Events Office and coordinate day-to-day activities.
• Support event coordination and on-site management for official events and government announcements.
• Prepare and distribute department communications to stakeholders including the Board of Governors and Senate.
• Maintain confidentiality of sensitive information and manage calendars, meetings and correspondence.

Skills

Organizational skills

Communication

Multi-tasking

Calm under pressure

Meeting and calendar coordination

Tools

Microsoft Office

SharePoint

Zoom/Teams

Outlook Calendar

University information systems (UVic)

Job description

The Department Secretary provides senior level administrative support to the Ceremonies and Events Office and holds responsibility for its smooth operation. This position acts as a central point of contact and liaison to central services (Purchasing Services, Facilities Management, Campus Security, University Systems) and is responsible for the coordination of day-to-day activities, event support and general office administration, financial and related accounting responsibilities. Duties also include department communications providing event and department updates for the Board of Governors, Senate, the President and other Executive offices.

This position provides event support and on-site coordination for government announcements, official visits, and other events. Regular work hours are Monday to Friday, 8:30 am to 4:30 pm; however, events and ceremonies may take place between 7 am and 11 pm, including on weekends. The position must be willing and able to work flexible hours, including occasional evenings and weekends.

Experience

This position requires a level of education, training and experience equivalent to a minimum of 3 years’ experience working in a senior administrative assistant role, preferably in a post-secondary academic setting or an equivalent combination of education, training and experience.

Related Work Experience Should Include

• Interpreting and/or applying policy and procedures
• Supporting events

Preference Will Be Given To Applicants With

• Experience with UVic information systems (FAST, Chrome River, Cascade, Banner)
• Experience with university policy, procedures and governance structure

Knowledge, Skills, And Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to lead and influence support staff.
• Superior 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.
• Strong writing and editing skills.
• 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 judgment and innovation and employing critical thinking and/or analysis.
• Ability to prioritize a large workload, identify solutions, work under pressure and meet strict and often emergent deadlines.
• High level of proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, Zoom, Teams, Outlook Calendar and the ability to learn and adapt to new technology.
• Ability to move, lift and carry up to 45 lbs of equipment and materials for events