Front Desk Administrative Assistant

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

Job summary

The University of Victoria invites applications for a Front Desk Administrative Assistant at the Queenswood facility in Victoria, BC. This role is the first point of contact, delivering reception and facility services with a focus on service excellence.

Reporting to the Corporate Services Manager, you will coordinate meetings and events, support multiple teams, manage inquiries and bookings, and assist with purchasing and records management in a fast-paced environment.

Qualifications

• 3–5 years of experience in an administrative support or equivalent role.
• Experience coordinating meetings/events and managing inquiries.
• Proficient in Microsoft Office and collaboration tools.
• Strong communication, organization and time-management abilities.

Responsibilities

• Serve as first point of contact at the Queenswood facility, delivering reception and facility services with attention to detail and service excellence.
• Coordinate meetings and events; liaise with UVic Properties and service providers.
• Provide coverage for other Administrative Assistants during peak periods and support multiple teams.

Skills

Diversity & inclusion

General office administration

Event coordination

AV equipment

Records management

Microsoft Office

Scheduling tools

Privacy & confidentiality

Time management

Communication & interpersonal skills

Education

Equivalent experience to 3–5 years in a comparable environment

Tools

Outlook

MS Teams

Zoom

Job description

Front Desk Administrative Assistant - (991762.4)

Organizational Unit

University of Victoria -> VP Research -> Ocean Networks Canada

Location

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

Posting Close Date

20 October 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- Friday, 8:30 a.m.-4:30 p.m.

Employee Group

CUPE 951 - Regular

# 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.

Job Summary

Reporting to the Corporate Services Manager, the Front Desk Administrative Assistant is the first point of contact at the Queenswood facility and represents Ocean Networks Canada (ONC) by ensuring reception services are delivered with attention to detail and a focus on service excellence.

This position supports the effective and efficient operation of ONC by providing reception and facility services, coordinating meetings and events, and delivering administrative support to the Corporate Services team. The role also acts as the primary liaison with UVic Properties and other service providers.

The Front Desk Administrative Assistant supports the reception area by coordinating day-to-day operations, managing inquiries and booking requests in a timely and efficient manner, and helping ensure a positive experience for all visitors and staff.

This position will also provide coverage for other ONC Administrative Assistants during absences and peak periods, performing related duties of similar scope and complexity.

Job Requirements

This position requires a level of education, training, and experience equivalent to 3-5 years’ experience working within a comparable environment.

Knowledge/Skills/Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Knowledge of general office administration practices and procedures
• Familiarity with event coordination and travel logistics, including coordinating vendors and managing bookings
• Working knowledge of A/V equipment and basic troubleshooting
• Understanding of records management systems (digital and physical)
• Knowledge of scheduling tools, including Outlook calendars and Microsoft Teams/Zoom
• Awareness of privacy, confidentiality, and workplace policies (e.g., FOIPPA)
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Strong organizational and time management skills with ability to prioritize competing demands
• Excellent communication skills and strong interpersonal skills with the ability to work collaboratively and professionally with a wide range of people
• Skilled in problem-solving and identifying efficient, cost-effective solutions
• Accurate data entry and report creation skills
• Ability to manage and reconcile credit card purchases and maintain records
• Ability to manage a high-traffic reception area and respond to inquiries with clarity and efficiency
• Ability to interpret and apply organizational policies and procedures
• Ability to work independently, exercise sound judgment, and handle sensitive information with discretion
• Ability to multitask in a dynamic environment with frequent interruptions
• Ability to support multiple teams and adapt to changing priorities
• Ability to train and orient others on office systems and processes
• Ability to move equipment up to 25lbs
• Experience supporting time-sensitive requests and shifting priorities in a fast-paced environment

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.