Job Description

Organizational Unit
University of Victoria -> Faculty of Fine Arts -> Music
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date
2 July 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
1
Salary Grade
$4,185.00 - $4,344.00
Additional Posting Information:
N/A
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
Secretary/PB6
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
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.

This position is eligible for a Modified Work Schedule

In accordance with the University's Preferential or Limited Hiring Policy (HR6110) and pursuant to Section 42 of the BC Human Rights Code, preference will be given to members of the following designated group(s). Candidates from the group(s) who wish to qualify for preferential consideration are encouraged to self-identify.

Indigenous Peoples

Black people

Racialized people or people of colour

The Office of the Vice-President Indigenous (OVPI) is in the early phases of drafting a policy and developing a process to verify declarations of Indigenous identity, citizenship and membership at UVic where these claims result in material advantages, such as employment in an Indigenous-specific position. While the policy is not in place at this time and will not be retroactively applied, candidates will be required to complete the Indigenous Citizenship Declaration (ICD) process should they apply for, or access, future opportunities resulting in material gain.


For more information about the ICD initiative, please visit the Indigenous Citizenship Declaration website and please feel free to reach out to vpiicd@uvic.ca if you have specific questions or concerns.


Job Summary
Reporting to the Administrative Officer, the Administrative Assistant is the first point of contact for the School of Music and provides a wide range of administrative and secretarial support. The position is central to creating and maintaining a welcoming and inclusive experience. The Assistant works closely with students, faculty, and staff in Fine Arts and across campus as well as with community partners and members of the public (i.e. concert attendees, community groups).



This role is responsible for a variety of duties that include responding to general inquiries; preparing and maintaining a variety of documents and spreadsheets, coordinating incoming and outgoing mail, assisting with term preparation (course outlines, calendar scheduling, etc.) managing room bookings, distributing keys, submitting maintenance requests, and ordering office supplies within a team-based, fast paced environment with frequent interruptions. The position also serves as assistant to the Director, providing administrative and scheduling support. The Administrative Assistant works closely with other School of Music staff, providing support and facilitating their work.


Job Requirements

Experience:

This position requires a level of education, training, and experience equivalent to 2 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. 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 computer applications (i.e., MS-Office Suite, Adobe Creative Cloud, content management systems). Ability and willingness to learn new technologies.

Specialized Knowledge/Education:

Knowledge of BANNER, FAST, Cascade and SharePoint an asset Background in music and a working knowledge of music terminology an asset

Territory Acknowledgement:

We acknowledge and respect the L?k?????n (Songhees and X?seps?m/Esquimalt) Peoples on whose territory the university stands, and the L?k?????n and WSANE? 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.


Read our full equity statement here: www.uvic.ca/equitystatement.

Accessibility Statement:

If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.

What UVic Offers:

To learn more click here