Office Manager and Assistant to Director

University of Victoria; Victoria; On-site; CAD 45,000 - 65,000; Full time

Job summary

A Canadian university in Victoria is seeking an Assistant to the Director and Office Manager to provide central administrative support for the School of Nursing. The role requires managing office operations, handling confidential information, and supporting faculty, staff, and students. Candidates should have at least three years of relevant experience, strong communication skills, and proficiency with MS Office Suite. A welcoming and culturally responsive environment is emphasized within this role.

Qualifications

• Three years of administrative experience in a comparable office or academic environment.
• Experience handling confidential information and supporting multiple stakeholders.

Responsibilities

• Provide advanced administrative, academic program, and operational support.
• Coordinate administrative processes and oversee office operations.
• Manage sensitive and confidential information.

Skills

Commitment to valuing diversity

Time management

Problem-solving

Interpersonal skills

Business communication

Event planning

Confidential information management

Proficiency in MS Office Suite

Education

Post-secondary coursework in administrative or related studies

Tools

MS Office Suite

Adobe

Content management systems

Job description

Assistant to the Director and Office Manager

The Assistant to the Director and Office Manager is the central administrative support role for the School of Nursing. Reporting to the Administrative Officer and working closely with the Director, this position provides advanced administrative, academic program, and operational support to ensure the effective functioning of the School.

The role supports faculty, staff, students, and community partners by coordinating administrative processes, overseeing office operations, managing sensitive and confidential information, and ensuring alignment with University policies, Collective Agreements, and procedures. The position carries a wide scope of academic, human resource, governance, and operational responsibilities; provides leadership and guidance to CUPE 951 office staff; and collaborates closely with the Administrative Officer on financial, facilities, and personnel-related activities.

This position requires a high degree of professionalism, diplomacy, discretion, and independent judgment and contributes to a welcoming, culturally responsive, and student-focused environment within the School of Nursing.

This position requires a level of education, training, and experience equivalent to three years of administrative experience in a comparable office or academic environment, including experience handling confidential information and supporting multiple stakeholders.

Knowledge/Skills/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 using judgment, independent thinking, and analysis.
• Ability to interpret and apply policies and procedures.
• Strong interpersonal and communication skills, with the ability to tailor communication for different audiences.
• Experience composing various business communications such as emails, memos, and reports.
• Experience scheduling meetings and coordinating calendars.
• Experience maintaining confidential and sensitive information.
• Experience preparing meeting materials and recording minutes.
• Experience with event planning and coordination.
• Proficiency with computer applications (MS Office Suite, Adobe, and content management systems).
• Ability to work both independently and collaboratively in a team environment.
• Ability to build effective working relationships with faculty, staff, students, and external partners.
• Familiarity with UVic systems, policies, procedures, or similar institutional environments is an asset.

Specialized Knowledge/Education

Post-secondary coursework in administrative or related studies.