Job Description

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Job Details

Receptionist/Secretary - (997639.9)

This details all the information about the job posting.

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Organizational Unit

University of Victoria -> Faculty of Science -> Physics & Astronomy

Posting Close Date

12 June 2023

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

FTE

0.8

Salary Grade

$3,900.00 - $4,017.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE

Classification

Secretary/PB5

Hours of Work

Monday to Friday, 8:30am to 3:06 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*

Job Summary

This position is the first point of contact for the Department of Physics and Astronomy, and provides front line receptionist duties and administrative support in the General Office.

Reporting to the Assistant to the Chair, the receptionist acts as a resource person, answers inquiries (at the counter, on the telephone or email) from student, faculty and general public by applying established procedures, and when necessary, re-directing queries to appropriate personnel.

Responsibilities include General Office support (reception, ordering supplies, room bookings, sorting and distributing mail/courier items); organizing, preparing and compiling materials for exams, textbooks and other course materials; assisting the Graduate Assistant with graduate related matters; maintaining departmental library; assisting colloquium/seminar coordinators in advertising and arranging visitor itinerary; producing and distributing departmental newsletters; assisting with Department purchasing and accounting; Performs other duties similar in scope and complexity as required.

Job Requirements

Skills:

• Acts effectively and professionally in a receptionist capacity in a busy General Office
• Ability to work independently while being a team player
• Ability to communicate effectively with faculty, staff and students utilizing initiative, tact and diplomacy
• Ability to communicate effectively with faculty, staff and students in a calm, courteous and cooperative manner regarding policies and procedures related to student exams, registration, and travel claims
• Good organizational skills and ability to multi-task with accuracy and within deadlines while in a busy office environment with frequent interruptions
• Good knowledge of general office procedures

Specialized Knowledge/Education:

• Strong clerical skills using variety of software (MS office applications)
• 1-3 years related experience in a general office environment
• Basic web editing experience would be an asset
• Experience with University systems: BANNER, FAMIS, Chrome River and FAST Student Reporting considered an asset

Experience:

• Minimum of one year secretarial experience or equivalent combination of education and experience

Territory acknowledgement

We acknowledge and respect the l\xc9\x99k\xcc\x93\xca\xb7\xc9\x99\xc5\x8b\xc9\x99n peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W\xcc\xb1S\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

Read our full equity statement here:

Accessibility Statement

If you anticipate needing accommodations for any part of the application and hiring process contact:

University of Victoria