Assistant to the Director and Office Manager
About the role
The Assistant to the Director and Office Manager is the central administrative support role for the School of Health Information Science. Reporting directly to the Director, this position provides advanced administrative, academic program, and operational support to ensure the effective functioning of the School. The role supports faculty, staff, students, and community partners by coordinating administrative processes, overseeing office operations, managing sensitive and confidential information, and ensuring alignment with University policies and procedures.
Major Responsibilities & Duties
Provides advanced administrative support to the Director, including complex calendar management, meeting coordination, communications, and preparation of correspondence, reports, and presentations. Interprets and communicates University, Faculty, and departmental policies and procedures; responds to inquiries from faculty, staff, students, and external partners with tact and professionalism. Organizes School meetings and events, prepares agendas, records minutes, coordinates materials, and ensures timely distribution and follow-up. Supports Academic Program Reviews by collecting materials, coordinating meetings, and preparing required documentation. Processes and prepares documentation for faculty appointments, reappointments, tenure, promotion, sessional instructor contracts, teaching assistant appointments, and adjunct appointments. Assists with faculty and staff recruitment processes, including developing job descriptions, posting positions, preparing interview materials, conducting reference checks, and making hiring recommendations. Supports onboarding of sessional instructors and staff by providing guidance on UVic systems, policies, procedures, and office resources. Supervises CUPE 951 office staff by assigning and monitoring work, balancing workloads, providing day-to-day guidance, and ensuring effective workflow. Coordinates Work Study recruitment, selection, training, scheduling, supervision, and monitoring of student hours to ensure compliance with funding guidelines. Processes payroll, personnel, and administrative forms for staff, sessional instructors, teaching assistants, invigilators, time-sheet employees, and co-op students. Oversees office operations including key control, alarm codes, equipment tracking, mailing lists, and access to office and building resources. Coordinates FMIS requests for facilities maintenance, repairs, and moves, and prepares web requisitions for purchasing and operational needs. Assists in developing course timetables, schedules courses through the DCU, liaises with UVic Timetabling, and updates course and instructor information as needed. Monitors class waitlists, communicates proactively with students, and provides information and support regarding program requirements and course logistics. Books lab space, coordinates academic resources, and facilitates the preparation and approval of course outlines in collaboration with faculty and sessional instructors. Provides frontline administrative support by responding to in-person, email, and phone inquiries from students, faculty, staff, and community partners. Prepares and submits web requisitions, business expense reimbursements, travel claims, and C-Card reconciliations; manages petty cash and oversees office supply purchasing. Maintains organized electronic and paper files in accordance with UVic’s Directory of Records and FOIPPA requirements. Represents the School on Faculty and University committees as required and liaises regularly with HR, EQHR, Accounting, Payroll, and the Dean’s Office. Provides back-up support to the Administrative Officer and Graduate Secretary to ensure continuity of School operations within appropriate scope.
This position requires a level of education, training, and experience equivalent to three years of administrative experience in a comparable office or academic environment, including experience handling confidential information and supporting multiple stakeholders.
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 using judgment, independent thinking, and analysis. Ability to interpret and apply policies and procedures. Strong interpersonal and communication skills, with the ability to tailor communication for different audiences. Experience composing various business communications such as emails, memos, and reports. Experience scheduling meetings and coordinating calendars. Experience maintaining confidential and sensitive information. Experience preparing meeting materials and recording minutes. Experience with event planning and coordination. Proficiency with computer applications (MS Office Suite, Adobe, and content management systems). Ability to work both independently and collaboratively in a team environment. Ability to build effective working relationships with faculty, staff, students, and external partners. Familiarity with UVic systems, policies, procedures, or similar institutional environments is an asset.
Specialized Knowledge/Education
Post-secondary coursework in administrative or related studies.
About University of Victoria
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Assistant to the Director and Office Manager
About the role
The Assistant to the Director and Office Manager is the central administrative support role for the School of Health Information Science. Reporting directly to the Director, this position provides advanced administrative, academic program, and operational support to ensure the effective functioning of the School. The role supports faculty, staff, students, and community partners by coordinating administrative processes, overseeing office operations, managing sensitive and confidential information, and ensuring alignment with University policies and procedures.
Major Responsibilities & Duties
Provides advanced administrative support to the Director, including complex calendar management, meeting coordination, communications, and preparation of correspondence, reports, and presentations. Interprets and communicates University, Faculty, and departmental policies and procedures; responds to inquiries from faculty, staff, students, and external partners with tact and professionalism. Organizes School meetings and events, prepares agendas, records minutes, coordinates materials, and ensures timely distribution and follow-up. Supports Academic Program Reviews by collecting materials, coordinating meetings, and preparing required documentation. Processes and prepares documentation for faculty appointments, reappointments, tenure, promotion, sessional instructor contracts, teaching assistant appointments, and adjunct appointments. Assists with faculty and staff recruitment processes, including developing job descriptions, posting positions, preparing interview materials, conducting reference checks, and making hiring recommendations. Supports onboarding of sessional instructors and staff by providing guidance on UVic systems, policies, procedures, and office resources. Supervises CUPE 951 office staff by assigning and monitoring work, balancing workloads, providing day-to-day guidance, and ensuring effective workflow. Coordinates Work Study recruitment, selection, training, scheduling, supervision, and monitoring of student hours to ensure compliance with funding guidelines. Processes payroll, personnel, and administrative forms for staff, sessional instructors, teaching assistants, invigilators, time-sheet employees, and co-op students. Oversees office operations including key control, alarm codes, equipment tracking, mailing lists, and access to office and building resources. Coordinates FMIS requests for facilities maintenance, repairs, and moves, and prepares web requisitions for purchasing and operational needs. Assists in developing course timetables, schedules courses through the DCU, liaises with UVic Timetabling, and updates course and instructor information as needed. Monitors class waitlists, communicates proactively with students, and provides information and support regarding program requirements and course logistics. Books lab space, coordinates academic resources, and facilitates the preparation and approval of course outlines in collaboration with faculty and sessional instructors. Provides frontline administrative support by responding to in-person, email, and phone inquiries from students, faculty, staff, and community partners. Prepares and submits web requisitions, business expense reimbursements, travel claims, and C-Card reconciliations; manages petty cash and oversees office supply purchasing. Maintains organized electronic and paper files in accordance with UVic’s Directory of Records and FOIPPA requirements. Represents the School on Faculty and University committees as required and liaises regularly with HR, EQHR, Accounting, Payroll, and the Dean’s Office. Provides back-up support to the Administrative Officer and Graduate Secretary to ensure continuity of School operations within appropriate scope.
This position requires a level of education, training, and experience equivalent to three years of administrative experience in a comparable office or academic environment, including experience handling confidential information and supporting multiple stakeholders.
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 using judgment, independent thinking, and analysis. Ability to interpret and apply policies and procedures. Strong interpersonal and communication skills, with the ability to tailor communication for different audiences. Experience composing various business communications such as emails, memos, and reports. Experience scheduling meetings and coordinating calendars. Experience maintaining confidential and sensitive information. Experience preparing meeting materials and recording minutes. Experience with event planning and coordination. Proficiency with computer applications (MS Office Suite, Adobe, and content management systems). Ability to work both independently and collaboratively in a team environment. Ability to build effective working relationships with faculty, staff, students, and external partners. Familiarity with UVic systems, policies, procedures, or similar institutional environments is an asset.
Specialized Knowledge/Education
Post-secondary coursework in administrative or related studies.