Department Secretary

Job summary

Provides senior administrative support and oversees the smooth operation of the Ceremonies and Events Office, including day-to-day coordination, event support, office administration, and financial and accounting tasks. Serves as a liaison to university services, prepares communications and updates for senior university bodies, and coordinates on-site support for official visits and events.

Job details

The Department Secretary provides senior level administrative support to the Ceremonies and Events Office and holds responsibility for its smooth operation. This position acts as a central point of contact and liaison to central services (Purchasing Services, Facilities Management, Campus Security, University Systems) and is responsible for the coordination of day-to-day activities, event support and general office administration, financial and related accounting responsibilities. Duties also include department communications providing event and department updates for the Board of Governors, Senate, the President and other Executive offices. This position provides event support and on-site coordination for government announcements, official visits, and other events. Regular work hours are Monday to Friday, 8:30 am to 4:30 pm; however, events and ceremonies may take place between 7 am and 11 pm, including on weekends. The position must be willing and able to work flexible hours, including occasional evenings and weekends. Experience This position requires a level of education, training and experience equivalent to a minimum of 3 years’ experience working in a senior administrative assistant role, preferably in a post-secondary academic setting or an equivalent combination of education, training and experience. Related Work Experience Should Include Interpreting and/or applying policy and procedures Supporting events Preference Will Be Given To Applicants With Experience with UVic information systems (FAST, Chrome River, Cascade, Banner) Experience with university policy, procedures and governance structure Knowledge, Skills, And Abilities Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment. Ability to lead and influence support staff. Superior organizational skills including attention to detail, time management and ability to multi-task in a fast-paced environment. Exceptional administrative skills including meeting and calendar coordination. Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies. Strong writing and editing skills. Experience in effectively maintaining the confidentiality of highly personal and sensitive information. Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis. Ability to prioritize a large workload, identify solutions, work under pressure and meet strict and often emergent deadlines. High level of proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, Zoom, Teams, Outlook Calendar and the ability to learn and adapt to new technology. Ability to move, lift and carry up to 45 lbs of equipment and materials for events

What you’ll do

Provides senior administrative support and oversees the smooth operation of the Ceremonies and Events Office, including day-to-day coordination, event support, office administration, and financial and accounting tasks. Serves as a liaison to university services, prepares communications and updates for senior university bodies, and coordinates on-site support for official visits and events.

Requirements

Requires at least three years of experience in a senior administrative assistant role, preferably in a post-secondary academic setting, or an equivalent combination of education, training, and experience. Applicants should have experience applying policies and supporting events, strong organizational, communication, technology, and confidentiality skills, and the ability to work flexible hours and lift up to 45 pounds.

Listed skills

• Administrative Support · Preferred
• Office Administration · Preferred
• Accounting · Preferred
• written communication · Preferred
• Time management · Preferred
• Multitasking · Preferred
• Critical Thinking · Preferred
• Microsoft Office · Preferred
• Team Leadership · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Event Coordination
• Administrative Support
• Office Administration
• Financial Administration
• Accounting
• Policy Interpretation
• Meeting Coordination
• Calendar Management
• Written Communication
• Editing
• Confidentiality
• Time Management
• Multitasking
• Critical Thinking
• Microsoft Office
• Team Leadership

Job areas

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

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