General Office/Graduate Secretary

Job title:

General Office/Graduate Secretary

Company

University of Victoria

Job description

attacks. In order to do so, you must have JavaScript enabled in your web browser otherwise this site will fail to work correctly for you. See details of your web browser for how to enable JavaScript.Attention Safari users: This site requires cookies to function. Please click to accept the cookie. Cookies will be used strictly for the functioning of the site.Toggle navigationJob DetailsThis site attempts to protect users against attacks. In order to do so, you must have JavaScript enabled in your web browser otherwise this site will fail to work correctly for you. See details of your web browser for how to enable JavaScript.General Office/Graduate Secretary – (997440.2)Share this job as a link in your status update to LinkedIn.Organizational UnitUniversity of Victoria -> Faculty of Fine Arts -> TheatreLocationUniversity of Victoria – Victoria, BC V8W 2Y2 CA (Primary)Posting Close Date5 January 2024Please note that positions will close at 4 p.m. on the closing date.FTE1.0Salary Grade$4,551.00 – $4,720.00Additional Posting Information:N/ASalary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.ClassificationPB8Hours of WorkMonday – Friday; 8:30 am – 4:30 pmEmployee Group:CUPE 951 – Regular# of Hires Needed1CategoryAdministrative and Support Services, Arts, Entertainment, and Media, Education, Training, and LibraryAbout this OpportunityThe 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.In accordance with the university’s Preferential or Limited Hiring Policy (HR6110) and pursuant to Section 42 of the BC Human Rights Code, the selection will be limited to members of the following designated group(s). Candidates from the group(s) are encouraged to self-identify.

• Indigenous Peoples
• Black people
• Racialized people or people of colour

The Office of the Vice-President Indigenous (OVPI) is in the early phases of drafting a policy and developing a process to verify declarations of Indigenous identity, citizenship and membership at UVic where these claims result in material advantages, such as employment in an Indigenous-specific position. While the policy is not in place at this time and will not be retroactively applied, candidates will be required to complete the Indigenous Citizenship Declaration (ICD) process should they apply for, or access, future opportunities resulting in material gain.
For more information about the ICD initiative, please visit the Indigenous Citizenship Declaration website and please feel free to reach out to [email protected] if you have specific questions or concerns.The University is closed from December 25 to January 1, 2025. For questions about this opportunity during this time, please contact Kristi Blyth at .Job SummaryThe Department of Theatre offers comprehensive undergraduate general, major, and honours programs and graduate programs. The Department is composed of 12 regular faculty members, 8 professional/technical staff and numerous sessional lecturers.Reporting to the Chair, the General Office/Graduate Secretary provides administrative support while interacting with faculty members, students and others, both inside and outside the university. The Secretary deals with sensitive, restricted, confidential matters, and provides advice and guidance to members of the department, other units on campus, external agencies, and the public with tact and diplomacy.The position is responsible for initiating and carrying out a variety of administrative functions of the general office including:

• Administrative support for the Chair;
• Office Management;
• Administrative support for the faculty and department members including faculty/staff appointments, recruitments, promotion and tenure cases;
• General office support;
• Reception;
• Department Graduate Secretary;
• Undergraduate Student support; and
• Support for meetings, committees and special events

The Secretary administers all systems and processes that are required in a professional office ensuring accuracy and completeness of documentation, maintaining the departmental filing system, and facilitating the archiving or disposal as per Records Retention guidelines and Freedom of Information regulations.Job RequirementsExperience:

• At least 3 years experience working in an administrative support role.
• Experience working in a post-secondary academic environment.
• Experience with UVic information systems (FAST, BANNER) considered an asset.

An equivalent combination of education and experience may be considered.Knowledge/Skills/Abilities:

• Excellent organizational skills with the ability to organize workload efficiently to meet deadlines and to keep others organized often with multiple demands and regular interruptions.
• Ability to independently process and interpret written policy and guidelines.
• Possess a strong sense of urgency and follow through.
• Excellent communication skills. Willingness to work as part of team or without supervision, and the interpersonal skills to carry out this role effectively and efficiently.
• Ability to relate effectively with faculty, staff, students and the general public, exercising initiative, good judgment, tact and diplomacy regarding sensitive and confidential matters.
• Ability to resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis.
• Comfortable in learning new computer software as required.

Specialized Knowledge/Education:

• Advanced computer skills with MS-Office Suite (Word, Excel, Outlook, PowerPoint), email management and calendaring, Adobe Acrobat and Connect.
• Knowledge of BANNER, FAST, Cascade and Connect considered an asset.
• Knowledge of the University’s academic regulations, Accounting and Human Resources procedures and policies, post-doc policies, various collective agreements (including the Faculty Association Collective Agreement), the ARPT process, and the University’s Freedom of Information Guidelines and Records Retention Guidelines considered an asset.
• Post-secondary degree or coursework considered an asset.
• Experience working in a Theatre or Fine Arts context an asset.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and 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 and Diversity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and 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 . Read our full equity statement here:Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact:

Expected salary

$4551 – 4720 per month

Location

Sedgewick, AB

Job date

Sun, 22 Dec 2024 00:39:27 GMT

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