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University of Victoria

Department Secretary

Victoria, BC, Canada

Full-time

Within 25 km of Victoria · About 1 km from the city centre

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Job details

Job type: Full-time
Apply by: Nov 14, 2026
Posted: Oct 15, 2026

Original job description

The Department Secretary provides senior level administrative support to the Ceremonies and Events Office and holds responsibility for its smooth operation. This position acts as a central point of contact and liaison to central services (Purchasing Services, Facilities Management, Campus Security, University Systems) and is responsible for the coordination of day-to-day activities, event support and general office administration, financial and related accounting responsibilities. Duties also include department communications providing event and department updates for the Board of Governors, Senate, the President and other Executive offices.

This position provides event support and on-site coordination for government announcements, official visits, and other events. Regular work hours are Monday to Friday, 8:30 am to 4:30 pm; however, events and ceremonies may take place between 7 am and 11 pm, including on weekends. The position must be willing and able to work flexible hours, including occasional evenings and weekends.

Experience

This position requires a level of education, training and experience equivalent to a minimum of 3 years’ experience working in a senior administrative assistant role, preferably in a post-secondary academic setting or an equivalent combination of education, training and experience.

Related Work Experience Should Include

Interpreting and/or applying policy and procedures
Supporting events

Preference Will Be Given To Applicants With

Experience with UVic information systems (FAST, Chrome River, Cascade, Banner)
Experience with university policy, procedures and governance structure

Knowledge, Skills, And Abilities

Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
Ability to lead and influence support staff.
Superior organizational skills including attention to detail, time management and ability to multi-task in a fast-paced environment.
Exceptional administrative skills including meeting and calendar coordination.
Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies.
Strong writing and editing skills.
Experience in effectively maintaining the confidentiality of highly personal and sensitive information.
Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis.
Ability to prioritize a large workload, identify solutions, work under pressure and meet strict and often emergent deadlines.
High level of proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, Zoom, Teams, Outlook Calendar and the ability to learn and adapt to new technology.
Ability to move, lift and carry up to 45 lbs of equipment and materials for events

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More about this job

Responsibilities

Provides senior administrative support and oversees the smooth operation of the Ceremonies and Events Office, including daily coordination, event support, office administration, and financial and accounting tasks. Acts as a liaison with university services, prepares communications for senior university bodies and executives, and coordinates on-site support for official events and visits.

Requirements

Requires at least three years of experience in a senior administrative assistant role, preferably in a post-secondary setting, or an equivalent combination of education, training, and experience. Applicants should have experience applying policies and supporting events, strong administrative, communication, organizational, and technology skills, and the ability to work flexibly, maintain confidentiality, and handle event equipment weighing up to 45 pounds.

Skills

Senior Administrative Support
Event Coordination
Office Administration
Financial Administration
Accounting
Policy Interpretation
Meeting and Calendar Coordination
Organizational Skills
Time Management
Communication
Writing and Editing
Confidentiality
Critical Thinking
Problem Solving
Microsoft Office
Team Leadership

Visa sponsorship

Not detected in the job text

Keywords

Ceremonies and Events
Senior Administrative Support
Event Coordination
Office Administration
Financial Administration
Accounting
Purchasing Services
Facilities Management
Campus Security
University Systems
Board of Governors
Senate
Policy and Procedures
University Governance
FAST
Chrome River
Cascade
Banner
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
SharePoint
Zoom
Microsoft Teams
Outlook Calendar
Confidentiality
Meeting Coordination
Calendar Coordination
Critical Thinking
Event Logistics

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