Administrative Assistant and Elections Coordinator

University of Victoria - Victoria, BC (30+ days ago)

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The mission of the office is to promote the good governance of the University of Victoria through service as the university’s corporate secretariat, including:

the provision of high quality support to the Board of Governors, Senate, Foundations and senior advisory committees of the university;
the effective and timely administration of appeals, elections, ratifications, executive searches, and the establishment of senior administrative appointment and review committees;
the effective and timely administration of matters related to privacy and access to information;
oversight of the development of records management policies and procedures and the Directory of Records;
coordination and facilitation of university policy review and development and maintenance of the university’s official policy manual;
administrative oversight and facilitation of equity and human rights activities; and
Provision of support to the Chancellor and oversight of Convocation on behalf of Senate.

An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code.

Job Summary
The position provides timely and effective senior secretarial and administrative assistance to the Governance Services Manager and to the Chancellor of the University.

Reporting to the Governance Services Manager, the position also provides support functions for the following primary functions of the Office of the University Secretary: elections, broadcast emails and maintenance of the Convocation Roll. Functions in connection with these responsibilities include the handling of sensitive and highly confidential information and documents; the organization of large confidential and complex case files; preparation of spreadsheets; drafting letters, emails and memoranda; managing meeting preparation including scheduling, preparation and distribution of agendas and minutes, reserving boardrooms, catering, setting up and taking down meetings, and carrying out follow up tasks.

The position also undertakes a variety of secretarial and administrative tasks in support of the unit including FAST accounts reconciliation and liaison with ancillary services including Purchasing Services, Facilities Management, Campus Security, University Systems, etc. This position initiates and carries out a variety of administrative functions of similar scope and complexity in a timely manner in support of the Office of the University Secretary (USEC).

Job Requirements

Strong clerical and organization skills.
Experience with MS office, PowerPoint, SharePoint
Excellent verbal communications skills.
Strong analytical and problem solving skills.

Specialized Knowledge/ Education:
Post secondary education.
Familiarity with the UVic systems and procedures.
Familiarity with basic accounting principles.
Demonstrated initiative.
Ability to work both independently and part of a team.
Flexibility in accepting variable and diverse job assignments.
Ability to learn quickly and adapt to new circumstances.

Experience working in an executive office environment.
UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.

Read our full equity statement here:

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact Kam Cheema, HR Programs and Project Manager, at Any personal information provided will be maintained in confidence.

Additional Information
992796.2-USEC-2018-UPD JD-Admin Assist Elec Coord-SL3