Assistant to the Director

Job summary

Provides advanced administrative support to the Director and serves as the central administrative support role for the School of Social Work. Coordinates office operations, meetings, personnel and faculty processes, budget records, communications, and support staff schedules.

Job details

This position is the central administrative support role for the School of Social Work and provides dedicated and advanced administrative support to the Director. This position carries out a wide variety of academic, administrative, and analytical tasks, including interpreting and communicating University and department policy and procedures to faculty, staff and students, organizing meetings and appointments, taking minutes, composing and editing responses to inquiries, managing personnel files, reconciling the department budget and record keeping. This position assists with a variety of human resource responsibilities such as coordination of faculty searches and the faculty reappointment, tenure, and promotion processes. This position is responsible for the smooth operations of the administrative office of the School of Social Work, including managing the work schedules and ensuring environment and equipment are appropriate for optimal functioning. This position also provides support to the Administrative Officer as required. Experience 3 or more years’ experience in an advanced administrative role, preferably in a post-secondary environment. Extensive experience with electronic calendaring and electronic file management. Experience with financial management and records management. Experience and knowledge in handling highly confidential and sensitive materials. Experience managing support staff including schedules, requests for time off, etc. 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. 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. Superior organizational skills with the ability to manage multiple, competing tasks and priorities to meet strict deadlines in a complex environment. Excellent oral and written communication skills required for working effectively with all levels of the university community, exercising tact, diplomacy, and good judgment. Ability to work effectively both independently and in a team environment, building effective professional relationships to achieve the school’s goals and objectives. Ability to effectively assess, organize and carry out work processes. Ability to maintain a high level of confidentiality and professionalism. Self-motivated and self-directed with a willingness to take on new responsibilities and adapt, manage, and facilitate change. Strong leadership skills and ability to oversee and direct work of others. Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems). Specialized knowledge/education Significant experience and advanced knowledge in MS Office, especially Outlook calendaring is essential. Knowledge of UVic systems, policies, procedures, i.e. FAST, FMIS, AIRS, Banner, Chrome River, Zoom, Microsoft Teams is considered an asset. Ability to become aware of School’s Mission statement; learning outcomes and the schools guiding principles such as Anti Oppressive Knowledge, Social Justice, and Decolonial-equity work.

What you’ll do

Provides advanced administrative support to the Director and serves as the central administrative support role for the School of Social Work. Coordinates office operations, meetings, personnel and faculty processes, budget records, communications, and support staff schedules.

Requirements

Requires at least three years of experience in an advanced administrative role, preferably in a post-secondary environment, with experience in calendaring, file and records management, financial management, confidential materials, and staff coordination. Candidates need strong organizational, communication, judgment, policy interpretation, and leadership skills, along with advanced Microsoft Office knowledge; familiarity with UVic systems is an asset.

Listed skills

• Prioritization · Preferred
• Problem solving · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Advanced Administrative Support
• Calendar Management
• Electronic File Management
• Financial Management
• Records Management
• Confidentiality
• Human Resources Coordination
• Policy Interpretation
• Meeting Coordination
• Minute Taking
• Budget Reconciliation
• Prioritization
• Problem Solving
• Written And Oral Communication
• Staff Supervision
• Microsoft Office

Job areas

• Administrative
• Education
• Human Resources
• Finance & Accounting
• Management & Leadership

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