Reporting to the Dean’s Assistant, the Administrative Assistant acts as the first point of contact for the Office of the Dean of Science, provides administrative support for the Dean’s Office, and works closely with the Dean’s Assistant, the Associate Deans, and Director of Administration (DA) to provide administrative support and facilitate their work.

Office administrative duties are varied and include responding to front counter, telephone, and email inquiries; general office support such as handling the mail, filing documents, ordering supplies and other related tasks; processing forms and updating databases; preparing routine correspondence; and directing more involved inquiries to the appropriate staff member.

As a member of the team in the Dean’s Office, the Assistant participates in organizing and supporting events hosted by the Faculty to ensure the success of Faculty events.

Skills

Strong administrative skills, including meeting and calendar coordination and minute taking. Strong interpersonal and communication skills and the ability to relate well and work effectively within a team environment as well as the larger UVic community. Ability to organize work to meet multiple deadlines and with frequent interruptions. Attention to detail and accuracy. Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis. Ability to maintain confidentiality and abide by privacy protocols. Experienced and proficient in the use of Microsoft Office applications and UVic or other online and computerized systems.

Specialized Knowledge/Education

Knowledge of office and business administration and relevant best practices, obtained through experience, training, or coursework towards a certificate or diploma. Understanding of the University’s policies, procedures, governance, Collective Agreement an asset.

Experience

2 years’ experience in an administrative role or equivalent education. Demonstrated work experience using a variety of office equipment, software and programs including MS Office, SharePoint/Connect, databases, spreadsheets, etc.

Preference Will Be Given For Experience

In a post-secondary environment. Using large, complex systems (e.g. FAST, WebReq, FMIS or equivalents).

An equivalent combination of training, education and/or experience may be considered.