This senior-level administrative position provides executive-level support to the Associate Vice-President Academic Planning (AVAP). This position must be aware of and have knowledge of ongoing issues and concerns and must demonstrate at all times discerning and independent judgment of the highest professional standard. The incumbent keeps the AVPAP informed through ongoing communication, alerting the AVPAP to any situations that require attention, often under strict timelines which requires triaging and constant adjustment of ever changing priorities.

Due to the large scope and portfolio of the AVPAP, the incumbent must have a broad knowledge of academic programming and university policies and procedures.

This position works closely with the Provost and the AVPAP on decanal and senior executive searches and with the office of the University Secretary on matters relating to Senate, as well as supporting a number of high-level committees. This position also represents the Provost's Office in ongoing communications and relations with senior internal and external stakeholders. An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code.

Skills/Experience

- In order for the highest standard of quality to be achieved, the Administrative Assistant must possess
- Excellent and attentive office management and organizational skills;
- Effective time management skills;
- Excellent written and oral communication skills;
- Experience in handling confidential and highly sensitive information;
- Good understanding of the university's organizational structure and of the AVP's priorities and be able to look ahead and do advance planning and preparation;
- Ability to troubleshoot,



juggle multiple projects and demands with strong attention to detail with professionalism and efficiency, while being constantly interrupted, often working with technology without formal training;
- Ability to work in an environment where you have to anticipate follow-up without having been an attendee in the meetings.
- Ability to keep up to date with current issues and sensitivities on campus in order to be up-to-date in a changing workplace;
- Tact, diplomacy and negotiation skills, a high level of confidentiality and the ability to do the job with constant interruptions in an ever-changing environment with competing priorities.
- Ability to understand the service focus of the position: to the university, to the community, and to the AVP;
- Ability to consistently set and meet high standards of performance;
- High level of self-direction, with an ability to work both independently and as part of a team;
- Flexibility in adapting to changing work priorities;
- Ability to work in an environment with constant interruptions while processing a large volume of work and adhering to multiple deadlines; and
- High level of proficiency with information management.

Specialized Knowledge/ Education

- Completed a related post-secondary certificate, diploma or degree and have at least 3 years of senior administrative experience.
- Knowledge of regulations, procedures and policies of the University and of the Office of the Vice-President Academic and Provost or similar experience in other Post-Secondary or government environment.
- Minute taking experience for multiple complex committees.

Experience

- Advanced calendaring, word processing, database and spreadsheet skills
- Experience working with confidential information and sensitive issues.
- Previous university experience preferred

📌 Administrative Assistant to the Associate Vice-President Academic Planning (Victoria)
🏢 University of Victoria
📍 Victoria