Program Assistant

University of Victoria; Victoria; On-site; CAD 40,000 - 54,000; Full time

Job summary

University of Victoria in Victoria, BC is seeking a receptionist/administrative assistant for the Counselling Psychology Program. You will be the first point of contact, handling front line duties and providing administrative support.

You will respond to inquiries from students, faculty and the general public, apply established procedures, and redirect as appropriate. Strong communication and organizational skills required.

Qualifications

• Proficiency with Microsoft Outlook, Word and Excel.
• Ability to respond to inquiries from students, faculty and the public.
• Ability to schedule meetings and coordinate calendars.
• Experience maintaining confidential information and handling sensitive data.

Responsibilities

• Serve as first point of contact for the Counselling Psychology Program.
• Provide front-line reception duties and administrative support.
• Respond to inquiries and redirect as appropriate following established procedures.
• Schedule meetings and coordinate calendars; manage correspondence.

Skills

Outlook

Word

Excel

Communication

Calendar management

Event planning

Confidentiality

Education

Secondary School diploma or equivalent

Tools

FAST

Banner

AIRS

Job description

Reporting to the Administrative Officer, this position is the first point of contact for the Counselling Psychology Program and provides front line reception duties and administrative support.

This role acts as a resource person to answer inquiries from students, faculty, and general public by applying established procedures, and when necessary, re-directing as appropriate.

Experience

This position requires a level of education, training, and experience equivalent to 1 year experience working within a comparable environment.

Knowledge/Skills/Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Advanced computer application skills including Outlook, Word, Adobe Creative Cloud, and particularly Excel.
• 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.
• Experience composing various business communications such as emails, memos, and reports.
• Experience scheduling meetings and calendar coordination.
• Experience in maintaining confidential and sensitive information.
• Experience with pre-planning and recording meetings.
• Experience with event planning and coordination.
• Proficiency with UVic applications such as FAST, Banner, AIRS is an asset.
• Understanding of the University’s policies, procedures, governance, Collective Agreement is an asset.

Specialized Knowledge/Education

Secondary School diploma or equivalent.