Undergraduate/Graduate Program Assistant

Reporting to the Assistant to the Chair, the Undergraduate/Graduate Program Assistant provides a range of administrative support to the department, including support to the graduate and undergraduate programs, reception services, support for events, and website management. This role is the first point of contact for many inquiries, providing essential support to students and faculty, ensuring a high level of organization, communication, and efficiency throughout the department.

This position requires a level of education, training, and experience equivalent to three (3) years of experience working within a comparable environment.

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 accuracy and attention to detail to meet established timelines.
• Ability to problem solve by using judgment, 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 with event planning and coordination.
• Ability to provide excellent support services when responding to inquiries.
• Demonstrated administrative and organizational skills.
• Ability to build and maintain positive working relationships.
• Ability to collaborate successfully with individuals from diverse backgrounds and at all levels of the university.
• Experience in maintaining confidential and sensitive information.
• Understanding of tracking and reporting on various program funds.
• Demonstrated ability to work independently as well as part of a team.
• Proficiency with computer applications (i.e., MS-Office Suite, Adobe Creative Suite, content management systems).
• Familiarity with UVic programs, policies, procedures, and systems is considered an asset.
• Knowledge of a second language is considered an asset.

Education

Secondary school diploma or equivalent. Some post-secondary education in office administration, business administration, or equivalent is preferred.