Job Description

Organizational Unit
University of Victoria -> Faculty of Science -> Physics & Astronomy
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date
15 September 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
1
Salary Grade
$4,943.00 - $5,262.00
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
PB10
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
About this Opportunity' field below OR copy and paste in the following: 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


Job Summary
The Department of Physics and Astronomy has been part of the University of Victoria since its inception in 1963, and has a complement of over 22 regular faculty members, 46 adjunct faculty, and more than 20 support staff representing the department and a number of research centres.


Reporting to the Administrative Officer, the Assistant to the Chair provides administrative support to the Chair and faculty of a large and busy department. This position is responsible for supervision of the general office support staff and coordinates the administrative functions of the General office. This includes: providing confidential administrative support for the recruitment and appointment of new faculty, reappointments, promotions and tenure cases for faculty, and administration of human resource processes for faculty leaves. This position is also responsible for providing support for the administration of faculty awards and nominations.


In addition, this position is responsible for providing advice and administrative support for research grant applications and the financial administration of research accounts.


General office duties include composing and editing responses to inquiries, letters, and various types of confidential correspondence; maintaining the departmental filing system, and facilitating the archiving or disposal as per Records Retention guidelines and Freedom of Information regulations.


Departmental support includes attending departmental meetings and transcribing minutes; providing support for departmental events; overseeing chargebacks; administering course and lab evaluations; processing grade changes; registering students; and setting up deferred and supplemental exams.


This position deals with highly confidential and sensitive information, and is required to provide advice and guidance to members of the department, other units on campus, external agencies, and the public with tact and diplomacy.


Job Requirements

Skills:

Excellent organizational skills with the ability to organize workload efficiently to meet deadlines and to keep others organized often with multiple demands and regular interruptions. Ability to independently process and interpret written policy and guidelines. Excellent oral and written communication. Willingness to work as part of team or without supervision, and the interpersonal skills to carry out this role effectively and efficiently. Ability to relate effectively with faculty, staff, students and the general public, exercising initiative, good judgment, tact and diplomacy regarding sensitive and confidential matters. Ability to resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis. Possesses advanced computer skills with MS-Office Suite, email management and Outlook calendaring and various University web applications and forms including Student Fast, Finance Fast, BANNER, FAMIS, Share Point, Human Resources and Accounting forms. Comfortable in learning any new computer software as required.

Specialized Knowledge/Education:


Completion of some post-secondary courses in office administration is preferred. Knowledge of the University's academic regulations, Accounting and Human Resources procedures and policies, CUPE951 collective agreement, post-doc policies, the Faculty Framework Agreement and the ARPT process, and the University's Freedom of Information Guidelines and Records Retention Guidelines.

Experience:

At least three years experience working in a administrative support role. Experience working in a post-secondary academic environment is desirable. Experience with UVic information system (FAST, BANNER) would be beneficial. Experience with web editing is an asset.

An equivalent combination of education and experience may be considered.

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