Posting closes September 19, 2022
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.
$58,966.00 - $66,218.00
Remote working of approximately 1 day per week is available, depending on operational needs. The remainder will be on-site.
Summary Overview of Work Unit
The Vice President Research (VPR) portfolio includes the Office of the Vice-President Research (OVPR), Office of Research Services, Animal Care Services, and the Research Partnerships and Knowledge Mobilization Unit, and is responsible for UVic research centres and research entities. The OVPR provides guidance for UVic's research agenda at the institutional level, including setting strategic research priorities and developing initiatives to support research to ensure that UVic research continues to grow and prosper.
The role of the VPR is to promote and facilitate research and creative activities at the University of Victoria. To do this, the VPR:
- develops and implements strategic plans to support a rich research environment;
- creates and oversees sound research policies and procedures that meet the highest ethical and regulatory standards;
- works with potential research funders to enhance available resources;
- promotes the mobilization of knowledge created through research for societal benefit;
- seeks to enhance the reputation of the university through the excellence of the research conducted by its faculty and students.
The OVPR staff support the VPR, Associate Vice-Presidents Research, Directors and all of the activities of the portfolio to accomplish the missions and goals set out in the University Strategic Framework and individual unit plans.
Summary of Position's purpose/ function
Reporting to the VPR, the Executive Assistant provides executive-level support of a confidential nature to ensure the efficient management of the VP's time and to maintain the effective operation of the OVPR office. The Executive Assistant is one of the first points of contact for the public on all aspects of research at UVic and must maintain a keen awareness of ongoing issues and concerns; demonstrating at all times discerning and independent judgment of the highest professional standards.
The Executive Assistant keeps the VPR well informed through ongoing communication, alerting the VPR to any situations that require attention, often under strict timelines that require triaging and constant adjustment of ever-changing priorities. This positon leads an administrative team, requires extensive knowledge of departmental and University policies and procedures, particularly as it relates to research and interacts with corporate executives, presidents, CEOs and Directors of major research institutions, executive level administrators of the federal and provincial government, senior university executives and administrators, community leaders, faculty members, and students.
Responsibilities include the management of the VP's complex and ever-changing calendar, committee and working group/project support and maintaining the effective operation of the VP's office through the coordination and supervision of daily operations and support staff. In addition, this position provides administrative and calendaring support for the Director, OVPR.
- Exceptional and attentive organizational and time management skills including the ability to work as a team member or independently, deal effectively with non-routine matters and coordinate multiple activities with critical deadlines, take responsibility, display initiative, exercise good judgement, and make independent decisions.
- Excellent interpersonal skills, including the ability to work collaboratively as part of a team; facilitate the work of groups; build and sustain office morale; and show respect and sensitivity in all dealings.
- Superior verbal skills required for relating effectively with all levels of the University community and responding to enquiries from external stakeholders such as government, industry, granting agencies and the general public.
- Strong written communication skills are necessary for minute-writing and preparing sensitive and confidential correspondence on behalf of the VPR.
- Demonstrated capacity to manage projects, units and/or teams to produce desired outcomes
- Ability to plan ahead to ensure unit has human resources capacity to carry out OVPR office operations (for example, proactively ensure coverage for employee absences or during peak periods).
- Ability to use sensitivity, tact and diplomacy, take a flexible, creative and collaborative approach to problem-solving in a team setting, considering as many aspects of the situation as possible.
- Ability to clearly interpret and convey policy and procedures.
- Ability to research and assess new information, quickly identify the heart of new problems or issues, and diplomatically and knowledgeably suggest solutions.
- Strong understanding of the university's organizational structure and of the VPR's priorities, with ability to look ahead and do advance planning and preparation.
- Demonstrated attention to detail and a commitment to quality and accuracy in carrying out responsibilities.
Specialized Knowledge/ Education:
- High school graduation or equivalent.
- Completion of a two-year post-secondary certificate or diploma in Office Administration preferred.
- High level of proficiency in Microsoft Office Suite particularly with Word, Excel, Outlook, PowerPoint and SharePoint (Connect) is required; Adobe Suite (Acrobat, InDesign ) experience would be an asset.
- Comprehensive knowledge of the unit, the university senior reporting structure, and university policy and procedure.
- Working knowledge of FAST Finance including basic account reconciliation, WebReqs, and the Cascade website management system.
- Thorough knowledge of best practices and methods of office procedures including records management and retention.
- Knowledge of HR best practices in managing a work group and developing office procedures.
- Familiarity with research policies, and government and granting agencies would be preferred.
- Minimum five years' experience in a senior level administrative position, preferably in an academic research or scientific-based large or complex work environment.
- Minimum two years' experience with advanced calendaring, word-processing, spreadsheet, SharePoint (Connect) and presentation applications.
- Experience with:
- drafting and editing high quality business communications and documents;
- working with confidential and highly sensitive information;
- with event coordination;
- the work of others;
- overseeing office administrative operations.
- An equivalent combination of training, education and/or experience may be considered.