Serve as the first point of contact for the department (reception).
Provide general reception and administrative support to department members.
Answer inquiries from students, faculty, and the general public using established procedures and redirect as needed.
Create a welcoming and inclusive front office experience.
Coordinate and facilitate events.
Support accounting processes.
Assist the Department Secretary with general administrative tasks.
Provide back-up coverage for the Department Secretary and Graduate Secretary during absences
Requirements summary
Minimum one (1) year of relevant experience in a similar position, preferably in post-secondary or a comparably large/complex environment (or equivalent combination of education, training, and experience).
Commitment to diversity and inclusive/respectful working and learning environment.
Ability to prioritize and manage time with attention to detail.
Ability to problem solve using judgement, independent thinking and/or analysis.
Ability to interpret policies and procedures and experience with standard office equipment.
Ability to adapt to changing technologies and procedures.
Ability to communicate effectively with diverse backgrounds and tailor communication style.
Experience composing business communications (emails, memos, reports).
Experience maintaining confidential and sensitive information.
Event planning and coordination experience considered an asset.
Assets
experience with University systems (BANNER, FMIS, FAST) and social media platforms (Twitter, LinkedIn). Proficiency with computer applications (MS Office Suite, Adobe Creative Suite, MS Teams). Secondary school diploma or equivalent. Knowledge of office/business administration and fundamentals of accounting principles considered an asset. Ability to work independently with limited supervision and resolve tasks using judgement/innovation/critical thinking
Secondary school diploma or equivalentAttention to detailAdministrative supportProficiency with Adobe Creative SuiteConfidentiality and handling sensitive informationEvent planning and coordinationIndependent work with limited supervisionPolicy and procedure interpretationReception and front office supportTime and task prioritizationProblem solving using judgement and analysisStandard office equipment proficiencyAdaptability to changing technologies and proceduresEffective communication with diverse audiencesBusiness communication writing (emails, memos, reports)Critical thinking and analysis
Job description
Organizational Unit University of Victoria -> Faculty of Engineering and Computer Science -> Civil Engineering Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date 12 July 2026 Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $4,363.00 - $4,525.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification PB7 Hours of Work Monday to Friday, 8:30 am – 4:30 pm Employee Group: CUPE 951 - Regular # of Hires Needed 1 Category Administrative and Support Services About this Opportunity 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 Reporting to the Department Secretary and indirectly to the Administrative Officer, the Receptionist/Administrative Assistant is the first point of contact for the Department. The incumbent provides general reception and administrative support to all members of the department, acts as a faculty resource person, answers inquiries from students, faculty, and the general public by applying a number of established precise procedures and when necessary, redirects queries to appropriate personnel. This role is responsible for a variety of duties that includes creating a welcoming and inclusive front office experience, coordinating and facilitating events, and supporting accounting processes. This position assists the Department Secretary with general administrative tasks and provides back-up coverage for the Department Secretary and Graduate Secretary in their absences. Job Requirements Experience: A minimum of one (1) year of relevant experience in a similar position, preferably in a post-secondary environment or a comparably large and complex environment and/or an equivalent combination of education, training, and experience. Knowledge/Skills/Abilities:
Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
Ability to prioritize and manage time and tasks with attention to detail.
Ability to problem solve by using judgement, independent thinking and/or analysis.
Ability to interpret policies and procedures and experience with standard office equipment.
Ability to adapt to changing technologies and procedures.
Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
Managing multiple tasks and priorities with frequent interruptions
Proficiency with MS Office Suite
Proficiency with MS Teams
Experience with University systems (BANNER, FMIS, FAST)
Social media platforms (Twitter, LinkedIn)
Experience composing various business communications such as emails, memos, and reports.
Experience in maintaining confidential and sensitive information.
Experience with event planning and coordination considered an asset.
Experience with University systems: BANNER, FMIS, and FAST and social media platforms (e.g. Twitter, Linked In) considered assets.
Proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, MS Teams).
Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement and innovation, and employing critical thinking and/or analysis.
Ability to manage multiple tasks and priorities within an environment with frequent interruptions. Specialized Knowledge/Education: Secondary school diploma or equivalent. Knowledge of office and business administration, fundamentals of accounting principles and relevant best practices, obtained through experience, post-secondary training, or coursework towards a post secondary certificate or diploma considered an asset. 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. Read our full equity statement here: www.uvic.ca/equitystatement. Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence. What UVic Offers: To learn more click here
