Executive Programs Assistant

University of Victoria; Victoria; On-site; CAD 54,000 - 58,000; Full time

Job summary

The University of Victoria seeks an Executive Programs Assistant to provide advanced secretarial, accounting, purchasing and finance support within the Gustavson School of Business. You will assist with registrations, office operations and department administration, ensuring accuracy and compliance in financial documents.

Reporting to the Associate Director, Executive Programs, you will monitor accounts, advise on procedures, and handle confidential information while supporting staff, faculty

Qualifications

• Experience in financial administration or similar environment.
• Ability to prepare and review financial documents for purchasing and accounting.
• Strong attention to detail and accuracy in reporting.
• Excellent customer service skills for faculty, staff, students and stakeholders.
• Ability to manage workload and meet deadlines with minimal supervision.
• Problem solving using independent thinking and analysis.
• Ability to interpret policies and procedures.
• Effective communication across diverse audiences.
• Experience handling confidential information.
• Proficiency with MS Office and database management.

Responsibilities

• Preparing and reviewing financial documents to ensure accuracy and compliance.
• Advising staff on policies, procedures, guidelines, and forms for accounting and purchasing.
• Regularly monitors operating and specific purpose accounts and performs reconciliations.
• Managing signing authority on accounts and the Purchasing credit card.
• Providing advanced secretarial, accounting, purchasing and finance support within Executive Programs.

Skills

Front desk operations

Accounting knowledge

Accuracy and math

Customer service

Time management

Problem solving

Policy interpretation

Communication across diverse audiences

Confidential information handling

MS Office / Office suite

Education

Post-secondary education or equivalent experience

Tools

MS Office

Content management systems

Job description

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Organizational Unit

University of Victoria -> Faculty of Business

Location

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

Posting Close Date

21 September 2026

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

FTE

1.0

Salary Grade

$4,860.00 - $5,160.00

Additional Posting Information:

N/A

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

Employee Group:

CUPE 951 - Regular

# of Hires Needed

1

Category

Administrative and Support Services, General Management

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.

Job Summary

Reporting to the Associate Director, Executive Programs, the Executive Programs Assistant provides advanced secretarial, accounting, purchasing and finance related support, and performs diversified administrative duties within the Executive Programs department of the Gustavson School of Business. The position supports all professional staff in the delivery of Executive Programs and courses, processes registrations, and assists with office operations and administration.

Responsibilities include preparing and reviewing financial documents to ensure accuracy, completeness, and compliance with policies prior to submission to Purchasing, Accounting, VPAC, HRIS and other departments on campus; advising staff on policies, procedures, guidelines, accounting forms, etc. as they relate to accounting and purchasing processes; regularly monitors operating and specific purpose accounts for Executive Programs, reconciling all accounts on a monthly basis and making any necessary corrections.

The position holds signing authority on operating and specific purpose accounts and manages a Purchasing credit card.

Job Requirements

Experience:
This position requires a level of education, training, and experience equivalent to three years’ experience working within a comparable financial administration environment.

Knowledge/Skills/Abilities:

• Advanced organizational skills and exceptional skills in managing front desk operations
• Intermediate level of accounting skills and knowledge gained through education, training and/or work experience
• A high level of accuracy, attention to detail and proficiency in math and database management
• Exceptional customer service in assisting faculty, staff, students, and all stakeholders
• Able to prioritize workload, manage time, and work effectively under pressure with minimal supervision
• 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.
• Experience in maintaining confidential and sensitive information.
• Proficiency with computer applications (i.e., MS-Office Suite, content management systems).
• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.

Specialized Knowledge/Education:

• Knowledge of Freedom of Information and Protection of Privacy (FOIPP) regulations for student data.
• Knowledge of UVic Finance and Purchasing policies and procedures, and experience with UVic's FAST accounting, FAST finance, web requisitions, Emburse, SharePoint, and Workflow would be an asset.
• Fluency in a second language would be an asset.

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.

What UVic Offers: To learn more click here