Provide reception and administrative support to the Associate Dean Undergraduate Programs.
Provide advising support to the Engineering Undergraduate Office (EUO) and programs in the Faculty of Engineering.
Assist with or redirect program inquiries received by phone, email, or in-person.
Maintain department and student files.
Produce correspondence, administrative forms, reports, and other materials.
Assist with planning and scheduling committee meetings and special events.
Record and transcribe meeting minutes.
Monitor and update web and social media site contents.
Coordinate promotional materials and mail outs.
Respond to advising queries from domestic and international students.
Maintain and order supplies.
Assist with special projects and reports.
Perform other duties similar in scope and complexity
Requirements summary
2 years of experience in an administrative role providing administrative support to a professional office, handling personal/confidential/sensitive information, and navigating office equipment and software/programs (MS Office, databases, spreadsheets, etc.).
Strong written and verbal communication skills.
Student-service-oriented approach.
Ability to work effectively with faculty, coworkers, students, and the public with diplomacy and professionalism.
Ability to maintain confidentiality.
Advanced organizational and time management skills with strong attention to detail.
Ability to adapt to changing priorities and work in an environment with constant interruptions.
Skilled in tact and diplomacy in stressful situations.
Ability to work under pressure and meet multiple deadlines by prioritizing.
Proficient with Microsoft Office and other online/computerized systems; Banner (INB & SSB) and UVIC systems experience is an asset.
Knowledge of office and business administration and relevant best practices obtained through experience, training, or coursework toward a certificate or diploma
Knowledge of office and business administration and relevant best practices obtained through experience, training, or coursework towards a certificate or diplomaAttention to detailMicrosoft Office applicationsWork under pressureMaintain confidentialityAdaptability to changing prioritiesStrong written and verbal communicationStudent-service-oriented approachProfessional diplomacy and professionalismAdvanced organizational and time management skillsTact and diplomacy in stressful situationsPrioritizing to meet multiple deadlinesOnline and computerized systemsBanner (INB & SSB) experience (asset)UVIC systems (asset)Willingness to learn new systems and procedures
Job description
Organizational Unit University of Victoria -> Faculty of Engineering and Computer Science -> Fac of Engineering - General Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date 3 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 Start Date 7/20/2026 End Date 7/19/2027 Employee Group: CUPE 951 - Term # 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 Associate Dean Undergraduate Programs, these positions provide reception, and administrative support to the Associate Dean and advising support to the Engineering Undergraduate Office (EUO), and programs in the Faculty of Engineering, as required. Duties include assisting or redirecting program inquiries received by phone, e-mail or in-person; maintaining department and student files; producing correspondence, administrative forms, reports and other materials; assisting with planning and scheduling of committee meetings and special events; recording and transcribing minutes of meetings; monitoring and updating the contents of the web/social media sites; coordination of promotional materials and mail outs; responding to a broad range of advising queries from both domestic and international students, maintaining and ordering supplies; assisting with special projects and reports; and performing other duties similar in scope and complexity Job Requirements Skills:
Strong written and verbal communication skills.
Strong student-service-oriented approach to work.
Ability to work effectively with faculty, co-workers, students, and the public with diplomacy and professionalism.
Ability to maintain confidentiality.
Advanced organizational and time management skills with advanced attention to detail.
Flexible in adapting to changing work priorities and able to work in an environment with constant interruptions.
Skilled in using tact and diplomacy in stressful situations.
Ability to work under pressure and adhere to multiple deadlines by prioritizing accordingly.
Market context
Administrative support role in higher education
In British Columbia, engineering support roles in postsecondary settings can draw steady interest because they combine office administration with exposure to academic or technical environments. This role is competitive for candidates who can handle confidential information, communicate clearly, and work confidently with MS Office, databases, and spreadsheets. Review the AI-summarized requirements and benefits on this platform to save time, then tailor your application to show two years of relevant administrative experience and specific examples of sensitive information handling.
Office and business administration best practices
Administrative support in a professional office
Handling personal, confidential and sensitive information
Using office equipment and software/programs
Databases and spreadsheets
Spreadsheet formulae to view and extract data
Experienced and proficient with the use of Microsoft Office applications and other online and computerized systems. Experience with Banner (INB & SSB) and other UVIC systems an asset.
Willingness to learn new systems and procedures. Specialized Knowledge/Education:
Knowledge of office and business administration and relevant best practices, obtained through experience, training, or coursework towards a certificate or diploma.
Experience
- 2 years' experience in an administrative role, which includes: Providing administrative support to a professional office; handling personal, confidential and sensitive information; and, experience effectively navigating and using a variety of office equipment, software and programs including (MS Office, databases, spreadsheets, etc).
Preference may be given for experience in:
Post-secondary environment
Using large, complex systems (e.g. FAST, Banner, FAMIS or equivalents).
Using spreadsheet formulae to view and extract data Equivalent combinations of training, education and/or experience may be considered.
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.
