Assistant to the Dean

About this

Opportunity

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Job Summary

The Assistant to the Dean provides executive-level senior administrative support to the Dean and Director of Business Operations, establishes, implements and maintains an extensive variety of administrative procedures for the School, and ensures the smooth operation of the Dean’s Office by organizing and coordinating office activities.

This position acts as the first point of contact for the Dean, responds to queries and requests about School and University policies and procedures, provides support to the Executive Committee and Faculty Council. The Dean’s Assistant coordinates biennial salary review, reappointment, promotion and tenure (RPT) processes, updates of faculty member files, and the Faculty Activity Database. This role is also responsible for activities such as: overseeing, organizing and implementing special events hosted by the Dean, compiling statistics and assembling reports, providing support for special projects and committees, and other requests from the Dean and Director of Business Operations.

This position deals with highly confidential and sensitive information, and is required to provide service and guidance to members of the School, external agencies and public with tact and diplomacy.

Job Requirements

Experience:
At least 3 years experience in a senior administrative assistant role, preferably in a post-secondary academic setting or an equivalent combination of education, training and experience.

Related work experience should include:
• Interpreting and/or applying policy and procedures.

Preference will be given to applicants with:
• Experience with UVic information systems (i.e. Cascade, Chrome River).
• Experience with university policy, procedures and governance structure
• Experience taking minutes and Roberts Rules of Order is strongly preferred.

Knowledge, skills and abilities:
• Ability to lead and influence support staff.
• Superior organizational skills including attention to detail, time management, and ability to multi-task in a fast-paced environment.
• Exceptional administrative skills including meeting and calendar coordination.
• Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies.
• Strong writing and editing skills.
• Experience in effectively maintaining the confidentiality of highly personal and sensitive information.
• Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis.
• Ability to prioritize a large workload, identify solutions, work under pressure and meet strict and often emergent deadlines. High level of proficiency with Microsoft Word, Excel, PPT, Sharepoint, Zoom, Teams, Outlook Calendar and the ability to learn and adapt to new technology.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ 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.

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.

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