Job Description

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Job Details

Assistant to the Chair - (997456.2)

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Organizational Unit

University of Victoria -> Faculty of Social Sciences -> Economics

Location

University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date

9 October 2023

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$4,602.00 - $4,744.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE

Classification

Secretary/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

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 may eligible for a Hybrid/Remote Work Arrangement*

Job Summary

Reporting to the Administrative Officer (AO) and under the general direction of the Department Chair, the Assistant to the Chair works independently with minimal supervision to provide administrative support to the Chair and coordinates the administrative functions of the general office. This position carries out a wide variety of academic, administrative and analytical tasks, including interpreting and communicating University and department policy and procedures to faculty, staff and students; organizing meetings and appointments; taking minutes; composing and editing responses to inquiries; managing personnel files; and record keeping. This position manages the Chair\'s calendar and supports the faculty appointment, reappointment, promotion and tenure (ARPT) and merit review processes. Office and program administrative duties are varied and include supervising two staff, managing shared filing systems and procedures manuals, updating the department website and providing assistance to the Undergraduate Advisor and Administrative Officer as required.

The Assistant to the Chair deals with confidential and sensitive information, and is required to provide advice and guidance to members of the department and public with tact and diplomacy.

Job Requirements

Skills:

• Ability to work as a team member or independently, deal effectively with non-routine matters, take responsibility, display initiative, problem solve, and supervise staff
• Exceptional administrative skills, including extensive experience with electronic calendaring, paper and electronic file management, word-processing, database and spreadsheet applications.
• Excellent interpersonal and written and oral communication skills required for working effectively with all levels of the university community, exercising tact, diplomacy, and good judgement
• Ability to research and assess new information, adapt to changing technology and procedures, and communicate changes to faculty and staff
• Ability to prioritize a large workload and deal with frequent interruptions
• Good organizational skills including attention to detail, time management and ability to multitask
• Advanced writing, proof-reading and editing skills
• Experience in effectively maintaining the confidentiality of highly personal and sensitive information

Specialized Knowledge/Education:

• Microsoft Office Suite, BANNER, FAST, Adobe, MS Teams and Sharepoint, Cascade
• Knowledge of University policies and procedures and Faculty Collective agreement

Experience:

• 3+ years experience in an administrative role, preferably in a post-secondary academic setting
• Experience in handling confidential and sensitive information
• Experience with UVic information systems (FAST, Banner), MS Teams and Sharepoint, and Connect
• Experience in taking minutes strongly preferred
• Equivalent combinations of training education and/or experience may be considered
• Supervisory experience preferred

We acknowledge and respect the L\xc9\x99k\xcc\x93\xca\xb7\xc9\x99\xc5\x8b\xc9\x99n (Songhees and Esquimalt) Peoples on whose territory the university stands, and the L\xc9\x99k\xcc\x93\xca\xb7\xc9\x99\xc5\x8b\xc9\x99n and WS\xc3\x81NE\xc4\x86 Peoples whose historical relationships with the land continue to this day.

Equity and Diversity Statement UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity. 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.

University of Victoria