Department Secretary

Job summary

Provides senior administrative support and oversees the smooth operation of the Ceremonies and Events Office, including coordinating daily activities, events, office administration, and financial and accounting tasks. Acts as a liaison with university services, prepares communications for senior university bodies and executives, and provides on-site support for official events and visits.

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 coordinating daily activities, events, office administration, and financial and accounting tasks. Acts as a liaison with university services, prepares communications for senior university bodies and executives, and provides on-site support for official events and visits.

Requirements

Requires at least three years of senior administrative assistant experience, preferably in a post-secondary setting, or an equivalent combination of education, training, and experience. Candidates should have strong organizational, communication, writing, confidentiality, and problem-solving skills; proficiency with Microsoft and collaboration tools; and the ability to work flexible hours, support events, and lift up to 45 pounds.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Critical Thinking · Preferred
• Team Leadership · Preferred
• Accounting · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Senior Administrative Support
• Event Coordination
• Office Administration
• Financial Administration
• Accounting
• Policy Interpretation
• Meeting and Calendar Coordination
• Organizational Skills
• Time Management
• Communication
• Writing and Editing
• Confidentiality
• Critical Thinking
• Problem Solving
• Microsoft Office
• Team Leadership

Job areas

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

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