Job Description

Organizational Unit
University of Victoria -> Faculty of Social Sciences -> Public Administration
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date
1 June 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
1.0
Salary Grade
$4,740.00 - $5,056.00
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/PB9
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.

About the School

The School of Public Administration (PADM) at the University of Victoria is committed to excellence in teaching, research, and community engagement to support effective, equitable, and culturally responsive governance and public service in Canada and beyond. Grounded in principles of reconciliation, collaboration, innovation, equity and sustainability, PADM serves a diverse body of students and partners through its graduate and undergraduate programs, professional certificates, and community-based research initiatives.


PADM offers a range of graduate and undergraduate programs, including the Master of Public Administration (MPA), Master of Arts in Community Development (MACD), Juris Doctor and MPA Double Degree, and professional certificates and diplomas. As a dynamic academic unit, PADM emphasizes interdisciplinary learning, public sector innovation, Indigenous governance, and community-led development.

About the Role

The Assistant to the Director plays a vital role in the successful operation of the school, supporting day-to-day functions through close work with the Director, other staff members, and faculty, and contributes to a responsive, inclusive, and respectful environment.


The School of Public Administration recognizes the importance of excellence, equity, and respectful engagement with Indigenous communities, students, and knowledge systems. We encourage applicants with lived experience and/or strong knowledge of Indigenous governance, public service, and reconciliation efforts to apply. This is a continuing position with opportunities for professional development and contribution in a collaborative and future-focused academic environment.

This position is eligible for a Hybrid Work Arrangement


Job Summary
The School of Public Administration is an interdisciplinary unit that contributes to the development of effective societal actors who have a positive impact on government, communities, and the environment by demonstrating values of democracy, engaged and courageous scholarship, sustainability, and inclusivity. The School offers multiple undergraduate and graduate programs, delivered on campus and online, each centred on offering transformative learning opportunities to students. We are committed to providing excellent service to the diversity of groups we serve.


Reporting to the Director, the Assistant to the Director is the central administrative support role for the School, overseeing the day to day operations of the office, and providing dedicated and advanced administrative support to the Director. 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 appointments; planning and supporting meetings, committees and special events; taking minutes; composing and editing responses to inquiries; maintaining the filing system including managing personnel and confidential records; managing documentation for various administrative and faculty processes; reconciling the department budget; and record keeping.


The Assistant to the Director position assists with a variety of human resource responsibilities such as the coordination of faculty searches and the faculty appointment, reappointment, tenure and promotion processes; staff hires and training; and managing work schedules and approving leave reports for support staff. This position also provides support to the Associate Director and Administrative Officer as required. The Assistant to the Director works 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

Experience:

Three or more years of experience in an advanced administrative support role, preferably in a post-secondary environment.

Knowledge/Skills/Abilities:

Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment. Ability to communicate effectively with individuals from diverse backgrounds and tailored communication styles for different audiences and situations. Strong writing and editing skills with experience composing various business communications such as emails, memos, and reports. Exceptional administrative skills including meeting and calendar coordination. Experience with pre-planning and recording meetings. Demonstrated ability to work independently as well as part of a team. Ability to multi-task and prioritize a large workload with frequent interruptions. Excellent organizational skills including attention to detail and time management to meet multiple and emerging deadlines. Ability to problem solve by using judgement, independent thinking and/or analysis. Ability to interpret policies and procedures. Experience in maintaining confidential and sensitive information. Strong interpersonal skills with the ability to build and maintain positive working relationships. Demonstrated experience creating materials such as drafting proposals, reports, and presentations. Willingness to take on new responsibilities and adapt to change. Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems).

Specialized Knowledge/Education:

Post-secondary education in office administration, business administration, or equivalent is preferred.

Assets/Preferences:

Experience with UVic information systems. Experience supervising staff and guiding work of others.

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