Provide administrative assistance to the Director of Indigenous Studies and oversee day-to-day program operations.
Screen and prioritize visitors and incoming calls; respond or redirect inquiries appropriately.
Respond to student emails and requests; coordinate with Academic Advising; provide drop-in support.
Compose, prepare, and edit correspondence and documents for the Director; ensure accuracy and completeness.
Maintain and track deadlines for processes requiring the Director’s attention (e.g., salary reviews, study leaves, ARPT submissions).
Monitor, track, and reconcile monthly expenditures for program accounts using FAST.
Gather meeting information in advance; attend meetings and take minutes; highlight action items.
Coordinate program meetings, workshops, and seminars (room bookings, video conferencing needs, agendas, materials, hospitality).
Provide administrative support to committees chaired by the Director.
Prepare administrative forms (e.g., work study proposals, professional development claims).
Communicate with university departments and senior officials to coordinate activities and obtain information.
Manage general office day-to-day priorities and operations.
Handle FMIS requests, mail distribution, photocopy/fax codes, listservs, and support/orientation for visiting scholars.
Monitor and improve office procedural systems; revise or initiate procedures to improve efficiency.
Develop and manage filing systems for general, finance, personnel, and confidential records.
Ensure departmental notice board postings are current.
Support field schools, study abroad programs, work study programs, and school events.
Support ARPT committee administration by managing documentation and ensuring policies/procedures are followed.
Assist faculty with application binders and ARPT processes (Director signature letters, external referees, deadlines).
Support search committees by managing documentation and following recruitment handbook policies/procedures (Request to Recruit, applications, interview schedules, travel and reimbursements).
Assist with relocation and faculty orientation for successful candidates (start-up, computer equipment, accounts).
Oversee the program purchasing card (authorize use, monitor monthly reports, reallocate, reconcile)
Requirements summary
Education/training/experience equivalent to 2 years working in a comparable environment.
Commitment to diversity and inclusive, respectful working/learning environment.
Ability to prioritize and manage tasks with attention to detail.
Ability to problem solve using judgement, independent thinking, and/or analysis.
Ability to interpret policies and procedures.
Effective communication tailored to diverse audiences.
Ability to work with people from different Indigenous nations while respecting protocols and cultural practices.
Experience composing business communications (emails, memos, reports).
Experience scheduling meetings and calendar coordination.
Experience maintaining confidential and sensitive information.
Ability to work independently and as part of a team; build and maintain positive relationships.
Familiarity with UVic programs/policies/systems is an asset.
Knowledge of a second language is an asset.
Experience working with Indigenous people and communities/organizations is an asset.
Knowledge of local Coast and Strait Salish Indigenous histories, ceremonies, cultures, communities, and protocols.
Secondary school diploma or equivalent; some post-secondary education in office administration/business administration preferred
Secondary school diploma or equivalentSome post-secondary education in office administration, business administration, or equivalent (preferred)Administrative supportProficiency with Adobe Creative Suite
Job description
Organizational Unit University of Victoria -> Faculty Of Humanities -> Indigenous Studies Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date 5 July 2026 Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $4,740.00 - $5,056.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification PB9 Hours of Work Monday to Friday 8:30 - 4:30 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. Preferential hire
In accordance with the University's Preferential or Limited Hiring Policy (HR6110) and pursuant to Section 42 of the BC Human Rights Code, preference will be given to members of the following designated group(s). Candidates from the group(s) who wish to qualify for preferential consideration are encouraged to self-identify.
Indigenous Peoples.
The Office of the Vice-President Indigenous (OVPI) has introduced the Indigenous Citizenship Declaration (ICD) Policy (GV0810) to affirm declarations of Indigenous citizenship, membership and belonging where these claims result in material advantages, such as employment in an Indigenous-specific position. Shortlisted candidates for Faculty and Librarian positions designated for Indigenous Peoples through Preferential and Limited Hiring Programs (HR6110) will be required to provide a Declaration and Supporting Information in accordance with the ICD Policy. At this stage, no further action is required of candidates. Only shortlisted applicants being considered for campus visits will be contacted with further instructions to create a NetlinkID and provide a declaration through the ICD Application Portal (ICDPortal.uvic.ca). Those shortlisted candidates who meet the requirements established by the ICD Policy will proceed through the hiring process. All applicants are strongly encouraged to review the ICD Policy and gather the appropriate supporting information in preparation for short-listing and to prevent delays in hiring. If you have questions about the ICD Policy prior to receiving those next steps, or if you anticipate requiring an Extended Review, please reach out to our ICD Team at vpiicd@uvic.ca. For more information about the ICD initiative, please visit the Indigenous Citizenship Declaration website (uvic.ca/ovpi/icd) and please feel free to reach out to vpiicd@uvic.ca if you have specific questions or concerns. Job Summary Reporting to the Director of Indigenous Studies , this role provides administrative assistance to the Director and oversees the day-to-day operation of the program. This position provides support for the faculty application process, ARPT, Academic Program Review, staff hires, Health and Safety (Building Safety Committee), assisting the Director with teaching appointments, office set-up and moves, inventory and equipment needs, and monitoring and reconciling processes.
Interdepartmental communication
Event planning and coordination
Content management systems
Mail sorting and distribution
Problem solving using judgement and analysis
Effective communication with diverse audiences
Proficiency with MS Office Suite
Maintaining confidential and sensitive information
Calendar coordination and scheduling
Visitor and phone call screening
Composing and editing correspondence and documents
Deadline tracking and proactive information compilation
Budget monitoring, tracking, and reconciliation (FAST)
Meeting preparation and minute-taking
Committee administrative support
Preparing administrative forms
Office procedural systems monitoring and improvement
Filing systems management (general, finance, personnel, confidential records)
Purchasing card (FMIS) requests and reconciliation
Photocopy and fax code management
Listserv management
Supporting and orienting visiting scholars
Working with people from different Indigenous nations while respecting protocols and cultural practices
Receives, screens and prioritizes visitors and incoming calls to the program office; responds or redirects inquiries appropriately using tact, discretion and diplomacy.
Responds to student emails and requests for program aid; coordinates with Academic Advising regarding student requests; is available for drop-in appointments to meet with students as needed.
Composes correspondence for the Director on various matters; prepares and edits documents (letters, reports, etc.); and sends final drafts of written materials for accuracy and completeness to the Director.
Maintains a schedule of deadlines for processes requiring the Director’s attention (i.e., timelines for salary reviews, study leaves, ARPT submissions); anticipates the Directors needs and proactively compiles information needed to meet these deadlines.
Monitors, tracks, and reconciles monthly expenditures for the program accounts using FAST.
Gathers and ensures that information required for meetings is available for the Director to review beforehand; attends meetings, takes minutes, highlights action items.
Supports the coordination of program meetings, workshops and seminars involving internal and external participants, room bookings, video conferencing needs, agenda preparation, meeting materials and hospitality arrangements.
Provides administrative support to Committees chaired by the Director.
Prepares a variety of administrative forms (work study proposals, professional development claims, etc.)
Communicates with other university departments, administrators, and senior officials on and off campus to coordinate activities and to obtain information for the program.
Manages the day-to-day operation and priorities of the general office of the program.
Responsible for FMIS requests, sorting and distributing mail, managing photocopy and fax codes, managing listservs for the program, supporting and orienting visiting scholars.
Monitors, evaluates, and implements office procedural systems; revises or initiates new procedures to improve efficiency as required.
Develops and manages departmental filing systems for maintaining general, finance and personnel files as well as any confidential records.
Assigns materials to be posted on departmental notice boards and ensures information is up to date.
Support for field schools, study abroad programs, work study program and School events.
Provides administrative support to the program’s ARPT committee by managing documentation ensuring policies and procedures are followed.
Assists faculty in completing application binders, prepares ARPT letter for Director’s signature, sends materials to external referees, ensures deadlines are met.
Provides administrative support to search committees by managing documentation and following policies and procedures in the Recruitment handbook. Completes Request to Recruit form, receives, organizes, and acknowledges receipt of applications, organizes interview schedules, travel arrangements and reimbursements.
Assists with re-location and faculty orientation for successful candidates. Assists with start-up including purchase of computer equipment, set-up of new scholar and research accounts, etc.
Oversees the program’s purchasing card; authorizes card use, monitors monthly reports, reallocates, and reconciles as required. Job Requirements This position requires a level of education, training, and experience equivalent to 2 years of experience working within a comparable environment. Knowledge/Skills/Abilities:
Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
Ability to prioritize and manage time/tasks with attention to detail.
Ability to problem solve by using judgement, independent thinking and/or analysis.
Ability to interpret policies and procedures.
Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences and situations.
Ability to work with people from different Indigenous nations while respecting their protocols and cultural practices.Experience composing various business communications such as emails, memos, and reports.
Experience scheduling meetings and calendar coordination.
Experience in maintaining confidential and sensitive information.
Experience with pre-planning and recording meetings.
Demonstrated ability to work independently as well as part of a team.
Ability to build and maintain positive working relationships.
Familiarity with UVic programs, policies, procedures, and systems is considered an asset.
Knowledge of a second language is considered an asset.
Experience working with Indigenous people and communities/organization, is an asset. Specialized Knowledge/Education:
Knowledge of local Coast and Strait Salish, Indigenous histories, ceremonies, cultures, communities and protocols.
Secondary school diploma or equivalent. Some post-secondary education in office administration, business administration, or equivalent is preferred. 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
Market context
Administrative support role in British Columbia
Assistant to the Director roles in British Columbia are often competitive because employers look for candidates who can balance scheduling, communication, and confidential administrative support with strong judgment and attention to detail. This posting emphasizes experience in a comparable environment, inclusive workplace commitment, and independent problem solving; job requirements and benefits here are AI-summarized from the original job description, saving you research time. Before applying, compare your experience with the listed priorities and prepare examples of managing tasks independently.
