Job Description

Organizational Unit
University of Victoria -> VP Research -> VP - Research - Research Activities
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date
18 September 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
1
Salary Grade
$4,740.00 - $5,056.00
Additional Posting Information:
Limited to internal applications
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
PB9
Hours of Work
Monday to Friday, 8:30 am to 4:30 pm
Employee Group:
CUPE 951 - Regular
# of Hires Needed
1
Category
Administrative and Support Services
About this Opportunity
Accelerating Community Energy Transformation (ACET) is a multi-partner research initiative helping small- to-mid-sized communities achieve their unique clean-energy systems goals. From harvesting offshore wind, tidal and solar energy to innovative low-carbon financing and governance models, ACET is integrating breakthrough renewable energy technologies and solutions that will help Canada get to net zero emissions--one community at a time. Led by UVic's Institute for Integrated Energy Systems (IESVic), an interdisciplinary powerhouse uniting leading researchers across engineering, business, economics, environmental studies, psychology and public administration, ACET builds on IESVic's three decades of experience partnering with industry, organizations, and communities to chart viable pathways to sustainable energy systems. ACET involves integral collaboration with more than 40 partners, including four collaborating universities (University of British Columbia, Royal Roads University, Universite du Quebec a Trois-Rivieres and Yukon University), First Nations, and 30+ industry innovators and community-based organizations.


Funded through the Canada First Research Excellence Fund (CFREF), ACET is founded on the principles of community-engaged research while integrating the values of equity, diversity and inclusion at all levels to ensure its work is relevant and impactful to the diversity of the Canadian population.


Job Summary
Reporting to the Executive Assistant (EA) and working closely with the COO, the Assistant is the first point of contact for the Accelerating Community Energy Transformations (ACET) initiative, creating a welcoming experience for all visitors, partners, and faculty. This role provides administrative and operational support to the Chief Operating Officer (COO), the Executive Assistant (EA), and the broader ACET team. Key responsibilities include managing complex calendars, coordinating meetings and events, maintaining records and financial processes, and supporting day-to-day office operations.


The Assistant independently prioritizes tasks, balances competing demands, and ensures that all interactions reflect ACET's values of confidentiality, inclusion, and collaboration. The position plays a vital role in supporting ACET's research and community engagement activities by ensuring smooth operations, timely communication, and effective coordination of people, resources, and information.


Job Requirements
A minimum of three (3) years of experience working in an administrative or similar role preferably in a post-secondary or institutional environment. An equivalent combination of education, training and experience may be considered.

Experience:

Experience supporting executives or senior leadership, including calendar management and prioritizing competing demands. Experience coordinating meetings, events, and travel logistics. Experience preparing, formatting, and proofing a variety of documents and correspondence. Experience tracking budgets, reconciling accounts, and processing expense claims in accordance with policy.

Knowledge/Skills/Abilities:

Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment. Knowledge of general accepted accounting and financial principles. Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines. Ability to exercise sound judgment, discretion, and independent decision-making when handling confidential and sensitive information. Skill in interpreting and applying policies, procedures, and regulations. Strong communication skills, with the ability to tailor messages for different audiences and contexts. Proficiency in scheduling and coordinating complex meetings across multiple calendars. Experience preparing agendas, taking minutes, and tracking action items to completion. Event planning and coordination skills, including arranging venues, catering, and audio-visual requirements. High level of attention to detail in all aspects of work, from data entry to document formatting. Ability to work collaboratively with colleagues, stakeholders, and external partners, both in person and remotely. Proficiency with digital collaboration and communications tools (e.g., Microsoft Office Suite, Teams, Zoom, SharePoint, Slack). Ability to adapt to changing priorities and work effectively in a fast-paced environment.

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