Reporting to the Associate Dean Undergraduate Programs, these positions provide reception, and administrative support to the Associate Dean and advising support to the Engineering Undergraduate Office (EUO), and programs in the Faculty of Engineering, as required.

Duties include assisting or redirecting program inquiries received by phone, e-mail or in-person; maintaining department and student files; producing correspondence, administrative forms, reports and other materials; assisting with planning and scheduling of committee meetings and special events; recording and transcribing minutes of meetings; monitoring and updating the contents of the web/social media sites; coordination of promotional materials and mail outs; responding to a broad range of advising queries from both domestic and international students, maintaining and ordering supplies; assisting with special projects and reports; and performing other duties similar in scope and complexity

Skills

Strong written and verbal communication skills. Strong student-service-oriented approach to work. Ability to work effectively with faculty, co-workers, students, and the public with diplomacy and professionalism. Ability to maintain confidentiality. Advanced organizational and time management skills with advanced attention to detail. Flexible in adapting to changing work priorities and able to work in an environment with constant interruptions. Skilled in using tact and diplomacy in stressful situations. Ability to work under pressure and adhere to multiple deadlines by prioritizing accordingly. Experienced and proficient with the use of Microsoft Office applications and other online and computerized systems. Experience with Banner (INB & SSB) and other UVIC systems an asset. Willingness to learn new systems and procedures.

Specialized Knowledge/Education

Knowledge of office and business administration and relevant best practices, obtained through experience, training, or coursework towards a certificate or diploma.

Experience

2 years' experience in an administrative role, which includes: Providing administrative support to a professional office; handling personal, confidential and sensitive information; and, experience effectively navigating and using a variety of office equipment, software and programs including (MS Office, databases, spreadsheets, etc). Preference May Be Given For Experience In

Post-secondary environment Using large, complex systems (e.g. FAST, Banner, FAMIS or equivalents). Using spreadsheet formulae to view and extract data

Equivalent combinations of training, education and/or experience may be considered.