Assistant to the Director

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.

Preferential hire

• In accordance with the University's Preferential or Limited Hiring Policy (HR6110) and pursuant to Section 42 of the BC Human Rights Code, preference will be given to members of the following designated group(s). Candidates from the group(s) who wish to qualify for preferential consideration are encouraged to self-identify.
• Indigenous Peoples.

Job Summary

Reporting to the Director of Indigenous Studies , this role provides administrative assistance to the Director and oversees the day-to-day operation of the program. This position provides support for the faculty application process, ARPT, Academic Program Review, staff hires, Health and Safety (Building Safety Committee), assisting the Director with teaching appointments, office set-up and moves, inventory and equipment needs, and monitoring and reconciling processes.

• Receives, screens and prioritizes visitors and incoming calls to the program office; responds or redirects inquiries appropriately using tact, discretion and diplomacy.
• Responds to student emails and requests for program aid; coordinates with Academic Advising regarding student requests; is available for drop-in appointments to meet with students as needed.
• Composes correspondence for the Director on various matters; prepares and edits documents (letters, reports, etc.); and sends final drafts of written materials for accuracy and completeness to the Director.
• Maintains a schedule of deadlines for processes requiring the Director’s attention (i.e., timelines for salary reviews, study leaves, ARPT submissions); anticipates the Directors needs and proactively compiles information needed to meet these deadlines.
• Monitors, tracks, and reconciles monthly expenditures for the program accounts using FAST.
• Gathers and ensures that information required for meetings is available for the Director to review beforehand; attends meetings, takes minutes, highlights action items.
• Supports the coordination of program meetings, workshops and seminars involving internal and external participants, room bookings, video conferencing needs, agenda preparation, meeting materials and hospitality arrangements.
• Provides administrative support to Committees chaired by the Director.
• Prepares a variety of administrative forms (work study proposals, professional development claims, etc.)
• Communicates with other university departments, administrators, and senior officials on and off campus to coordinate activities and to obtain information for the program.
• Manages the day-to-day operation and priorities of the general office of the program.
• Responsible for FMIS requests, sorting and distributing mail, managing photocopy and fax codes, managing listservs for the program, supporting and orienting visiting scholars.
• Monitors, evaluates, and implements office procedural systems; revises or initiates new procedures to improve efficiency as required.
• Develops and manages departmental filing systems for maintaining general, finance and personnel files as well as any confidential records.
• Assigns materials to be posted on departmental notice boards and ensures information is up to date.
• Support for field schools, study abroad programs, work study program and School events.
• Provides administrative support to the program’s ARPT committee by managing documentation ensuring policies and procedures are followed.
• Assists faculty in completing application binders, prepares ARPT letter for Director’s signature, sends materials to external referees, ensures deadlines are met.
• Provides administrative support to search committees by managing documentation and following policies and procedures in the Recruitment handbook. Completes Request to Recruit form, receives, organizes, and acknowledges receipt of applications, organizes interview schedules, travel arrangements and reimbursements.
• Assists with re-location and faculty orientation for successful candidates. Assists with start-up including purchase of computer equipment, set-up of new scholar and research accounts, etc.
• Oversees the program’s purchasing card; authorizes card use, monitors monthly reports, reallocates, and reconciles as required.

Job Requirements

This position requires a level of education, training, and experience equivalent to 2 years of experience working within a comparable environment.

Knowledge/Skills/Abilities:

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to prioritize and manage time/tasks with attention to detail.
• Ability to problem solve by using judgement, independent thinking and/or analysis.
• Ability to interpret policies and procedures.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences and situations.
• Ability to work with people from different Indigenous nations while respecting their protocols and cultural practices.Experience composing various business communications such as emails, memos, and reports.
• Experience scheduling meetings and calendar coordination.
• Experience in maintaining confidential and sensitive information.
• Experience with pre-planning and recording meetings.
• Experience with event planning and coordination.
• Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems).
• Demonstrated ability to work independently as well as part of a team.
• Ability to build and maintain positive working relationships.
• Familiarity with UVic programs, policies, procedures, and systems is considered an asset.
• Knowledge of a second language is considered an asset.
• Experience working with Indigenous people and communities/organization, is an asset.

Specialized Knowledge/Education:

• Knowledge of local Coast and Strait Salish, Indigenous histories, ceremonies, cultures, communities and protocols.
• Secondary school diploma or equivalent. Some post-secondary education in office administration, business administration, or equivalent is preferred.

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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