Assistant to the Dean

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.

Job Summary

The Assistant to the Dean plays a pivotal role in the Office of the Dean of the Faculty of Engineering and Computer Science, providing executive-level administrative support that enables effective leadership and decision-making. Reporting to the Manager, Faculty Operations and Projects, and working closely with the Dean, the Assistant manages the Dean’s calendar, coordinate travel and meetings with multiple stakeholders, and ensures accurate and timely information sharing. The role deals with confidential matters with tact and diplomacy, in accordance with applicable policies and legislation; liaises with university departments on academic, administrative and analytical matters; administers standing and ad hoc committees; and interacts with faculty members, staff, students, and others – both inside and outside the university.

The Assistant also provides governance, event, and special project support to the Office of the Dean, supports the broader Dean’s Office Leadership as required, and serves as a resource during staff absences. The Assistant’s judgement and problem solving have a significant impact on the effectiveness of the Dean’s Office and the faculty.

Job Requirements

Experience:

This position requires at least 3 years in an administrative support role. An equivalent combination of education, training and experience may be considered. Preference will be given to applicants with post-secondary academic experience.

Knowledge, skills, and abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to prioritize and manage time and tasks with attention to detail in a fast-paced environment.
• Ability to interpret policies and procedures.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences and situations, demonstrating strong writing and editing skills.
• Experience composing various business communications such as emails, memos, and reports.
• Experience scheduling meetings and calendar coordination.
• Experience in maintaining confidential and sensitive information with tact and diplomacy.
• Experience planning and recording meetings.
• Experience with event planning and coordination.
• Ability to build and maintain positive working relationships, including the larger UVic community and external agencies.
• Ability to work independently and as a part of a team, demonstrating strong interpersonal skills.
• Ability to work under pressure and meet strict and often emergent deadlines.
• Ability to support and mentor staff.
• Ability to take initiative and anticipate and respond to challenges.
• Ability to exercise good judgment, problem solving, and organization skills.
• Advanced proficiency with computer applications (i.e. Microsoft 356, file sharing software, virtual meeting software, content management systems).
• Ability to learn new computer software and technology as required.

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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