Graduate Secretary/Receptionist Job Victoria British Columbia Canada,Administrative/Clerical

Location: Victoria

About this

Opportunity

This is a half-time position (17.5 hours per week) with a set Monday to Thursday schedule. Exact hours of work may be negotiated with the Chair.

The 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.

Job Summary

The Graduate Secretary provides administrative support of the department’s graduate and undergraduate programs and serves as first point of contact/resource person for faculty, staff, prospective graduate and undergraduate students, and visitors. This position acts as a liaison with a variety of departments across campus such as Graduate Studies, Graduate Admissions and Records, Office of the Registrar, Academic Advising Centre, Bookstore, Printing Services, Facilities Management, CALL Facilities.

This position works independently with limited supervision and frequently provides direction and advice to students and faculty on University guidelines, policies and procedures. The Graduate Secretary also assists with accounting processes and procedures.

In addition, this position provides coverage during absences and vacation of the Department Secretary.

Job Requirements

Skills:

Strong time management, organizational, communication and computer skills

Ability to work effectively with minimal supervision and as a team member

Ability to multi-task in a fast paced environment; and to be flexible

Ability to communicate effectively, both verbally and in writing with faculty and students

Ability to handle difficult interactions with tact and diplomacy

Resourceful and eager to learn new skills

Specialized Knowledge/

Education:

Ability to act effectively in a receptionist capacity with diplomacy and cultural sensitivity particularly with students where English is a second language

Computer: MS Word, Excel, BANNER, FAST, Adobe, Cascade CMS, Internet.

Experience:

Familiarity with University procedures an asset

Experience working with Graduate Studies or with relevant post-secondary software (e.g. BANNER, FAST) is preferred

Expertise in MS Office in a PC environment.

Preference will be given to candidates with demonstrated experience working with Asian institutions, communities and/or cultural contexts.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/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 Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights 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 historically and systemically marginalized groups.

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: Any personal information provided will be maintained in confidence.

What UVic Offers: To learn more

Graduate Secretary​/Receptionist

Graduate Secretary/Receptionist