Administrative Assistant, Indigenous Initiatives

Job summary

Provide confidential, culturally sensitive administrative support to the Program Manager, Indigenous Initiatives, including calendar management, correspondence, document preparation, and committee coordination. Support event planning and Dean’s Office processes, and provide backup administrative coverage as needed.

Job details

Reporting to the Director, Finance and Administration and supporting the Program Manager, Indigenous Initiatives, the Administrative Assistant, provides confidential, culturally sensitive, and high-level administrative support in a large and diverse Faculty. The Faculty of Health (HLTH) encompasses eight academic units, a central Research Support Team, and an Indigenous Student Support Centre with over 100 faculty members and 60 support staff. The Assistant supports the effective administration of the Program Manager’s portfolio by providing calendar management, correspondence, document preparation, and committee coordination related to Indigenous cultural awareness and decolonization initiatives. The role requires strong cultural acuity, professional communication skills, and attention to detail when working with sensitive information and engaging with Indigenous faculty, staff, students, Elders, community members and campus partners. As a member of the Dean’s Office team, this position also provides event planning support, assists with processes across the Dean’s Office, and acts as a backup for administrative positions as needed. Experience Minimum of three (3) years of recent experience in an administrative support role, preferably in a post-secondary or institutional environment, or an equivalent combination of education, training, and experience. Knowledge/Skills/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. 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. Demonstrated experience with administrative tasks such as composing correspondence, scheduling meetings, managing calendars, maintaining confidential information and supporting committees. Strong proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems). Understanding of Indigenous cultural protocols, histories and values, with an emphasis on respecting and integrating both local and non-local traditions and historical contexts. Experience with UVic systems such as Banner, Cascade, FAST Student, Kuali, FMIS, AIMS, and WebReqs, is an asset. Supporting senior-level committees is an asset.

What you’ll do

Provide confidential, culturally sensitive administrative support to the Program Manager, Indigenous Initiatives, including calendar management, correspondence, document preparation, and committee coordination. Support event planning and Dean’s Office processes, and provide backup administrative coverage as needed.

Requirements

Requires at least three years of recent administrative support experience, preferably in a post-secondary or institutional setting, or an equivalent combination of education, training, and experience. Candidates should demonstrate strong administrative, communication, organizational, and computer skills, along with an understanding of Indigenous cultural protocols, histories, and values.

Listed skills

• document preparation · Preferred
• Time management · Preferred
• Attention to detail · Preferred
• Problem solving · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Correspondence
• Document Preparation
• Committee Coordination
• Event Planning
• Confidential Information Management
• Time Management
• Attention to Detail
• Problem Solving
• Policy Interpretation
• Professional Communication
• Cultural Acuity
• Indigenous Cultural Protocols
• Microsoft Office
• Adobe Creative Suite
• Content Management Systems

Job areas

• Administrative
• Education

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