Receptionist/Secretary
About the role
Organizational Unit
University of Victoria -> Faculty of Science -> Physics & Astronomy
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Posting Close Date
29 September 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
0.8
Salary Grade
$4,017.00 - $4,138.00
Additional Posting Information:
N/A
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
PB5
Hours of Work
Monday to Friday, 8:30 am - 3:06 pm
Employee Group:
CUPE 951 - Regular
of Hires Needed
1
Category
Administrative and Support Services
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.
*This position is eligible for a Modified Work Schedule*
Job Summary
This position is the first point of contact for the Department of Physics and Astronomy, and provides front line receptionist duties and administrative support in the General Office.
Reporting to the Assistant to the Chair, the receptionist acts as a resource person, answers inquiries (at the counter, on the telephone or email) from student, faculty and general public by applying established procedures, and when necessary, re-directing queries to appropriate personnel.
Responsibilities include General Office support (reception, ordering supplies, room bookings, sorting and distributing mail/courier items); organizing, preparing and compiling materials for exams, textbooks and other course materials; assisting the Graduate Assistant with graduate related matters; maintaining departmental library; assisting colloquium/seminar coordinators in advertising and arranging visitor itinerary; producing and distributing departmental newsletters; assisting with Department purchasing and accounting; Performs other duties similar in scope and complexity as required.
Job Requirements
Skills:
- Acts effectively and professionally in a receptionist capacity in a busy General Office
- Ability to work independently while being a team player
- Ability to communicate effectively with faculty, staff and students utilizing initiative, tact and diplomacy
- Ability to communicate effectively with faculty, staff and students in a calm, courteous and cooperative manner regarding policies and procedures related to student exams, registration, and travel claims
- Good organizational skills and ability to multi-task with accuracy and within deadlines while in a busy office environment with frequent interruptions
- Good knowledge of general office procedures
Specialized Knowledge/Education:
- Strong clerical skills using variety of software (MS office applications)
- 1-3 years related experience in a general office environment
- Basic web editing experience would be an asset
- Experience with University systems: BANNER, FAMIS, Chrome River and FAST Student Reporting considered an asset
Experience:
- Minimum of one-year secretarial experience or equivalent combination of education and experience
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.
Read our full equity statement here: www.uvic.ca/equitystatement.
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.
What UVic Offers: To learn more click here
About University of Victoria
As a top-ranked university on Canada's West Coast, we're driven by our curiosity, engagement and innovative spirit to help solve the world's biggest problems. We're guided by our principles, our extraordinary natural and cultural environment and our deep respect for learning that has come before. #UVic
Receptionist/Secretary
About the role
Organizational Unit
University of Victoria -> Faculty of Science -> Physics & Astronomy
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Posting Close Date
29 September 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
0.8
Salary Grade
$4,017.00 - $4,138.00
Additional Posting Information:
N/A
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
PB5
Hours of Work
Monday to Friday, 8:30 am - 3:06 pm
Employee Group:
CUPE 951 - Regular
of Hires Needed
1
Category
Administrative and Support Services
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.
*This position is eligible for a Modified Work Schedule*
Job Summary
This position is the first point of contact for the Department of Physics and Astronomy, and provides front line receptionist duties and administrative support in the General Office.
Reporting to the Assistant to the Chair, the receptionist acts as a resource person, answers inquiries (at the counter, on the telephone or email) from student, faculty and general public by applying established procedures, and when necessary, re-directing queries to appropriate personnel.
Responsibilities include General Office support (reception, ordering supplies, room bookings, sorting and distributing mail/courier items); organizing, preparing and compiling materials for exams, textbooks and other course materials; assisting the Graduate Assistant with graduate related matters; maintaining departmental library; assisting colloquium/seminar coordinators in advertising and arranging visitor itinerary; producing and distributing departmental newsletters; assisting with Department purchasing and accounting; Performs other duties similar in scope and complexity as required.
Job Requirements
Skills:
- Acts effectively and professionally in a receptionist capacity in a busy General Office
- Ability to work independently while being a team player
- Ability to communicate effectively with faculty, staff and students utilizing initiative, tact and diplomacy
- Ability to communicate effectively with faculty, staff and students in a calm, courteous and cooperative manner regarding policies and procedures related to student exams, registration, and travel claims
- Good organizational skills and ability to multi-task with accuracy and within deadlines while in a busy office environment with frequent interruptions
- Good knowledge of general office procedures
Specialized Knowledge/Education:
- Strong clerical skills using variety of software (MS office applications)
- 1-3 years related experience in a general office environment
- Basic web editing experience would be an asset
- Experience with University systems: BANNER, FAMIS, Chrome River and FAST Student Reporting considered an asset
Experience:
- Minimum of one-year secretarial experience or equivalent combination of education and experience
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.
Read our full equity statement here: www.uvic.ca/equitystatement.
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.
What UVic Offers: To learn more click here
About University of Victoria
As a top-ranked university on Canada's West Coast, we're driven by our curiosity, engagement and innovative spirit to help solve the world's biggest problems. We're guided by our principles, our extraordinary natural and cultural environment and our deep respect for learning that has come before. #UVic