Organizational Unit

University of Victoria -> Faculty of Engineering and Computer Science -> Civil Engineering

Location

University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date

8 September 2026

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$5,177.00 - $5,338.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.

Classification

PB10

Hours of Work

Monday to Friday, 8:30 to 4:30

Start Date

9/14/2026

End Date

9/13/2027

Employee Group:

CUPE 951 - Term

# 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.

*This position is eligible for a Modified Work Schedule*

Job Summary

Summary:

The Department of Civil Engineering (CIVE) is an innovative and diverse department with aspirations to be the greenest civil department in Canada. At present, CIVE has 16 regular faculty members, 8 full-time staff members, and over 300 undergraduate students and 60 graduate students. The department offers an accredited Civil Engineering Program, as well as graduate programs leading to M.A.Sc., M.Eng. and Ph.D. degrees.

Reporting to the Administrative Officer, the Department Secretary provides administrative support to the Chair, faculty, staff, students, and teaching and research personnel, handling a wide range of administrative tasks relating to general operations, academic programs, and diverse research initiatives. This position is responsible for supervision of office support staff, coordinates and supports the administrative functions of the general office and department,



carrying out a wide variety of academic, administrative and analytical tasks including organizing meetings and appointments; managing the Chair’s calendar; taking minutes; composing and editing responses to inquiries; supporting departmental events; managing personnel files and record keeping, and facilitating archiving or disposal as per Records Retention guidelines and Freedom of Information regulations.

In addition, this position provides confidential support to the Department Chair and Administrative Officer with faculty appointments, reappointments, promotion and tenure (ARPT) process, and administration of human resource processes for faculty leaves, and provides administrative assistance to the Administrative Officer as required.

Job Requirements

Experience:
Must have a minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience may be considered.

Skills:

- Excellent organizational skills with the ability to organize workload efficiently to meet deadlines and to keep others organized often with multiple demands and regular interruptions
- Solid first-point-of-contact customer service background and supervisory experience
- Advanced proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook Exchange), Adobe Acrobat and Professional, and comfortable using both a MAC and PC
- Ability to independently process and interpret written policy and guidelines
- Excellent oral and written communication skills




- Willingness to work as part of team or without supervision, and the interpersonal skills to carry out this role effectively and efficiently
- Ability to relate effectively with faculty, staff, students and the general public, exercising initiative, good judgment, tact and diplomacy regarding sensitive and confidential matters
- Ability to resolve tasks and/or problems by exercising judgment and innovation and employing critical thinking and/or analysis
- Comfortable in learning any new computer software as required, including various University web applications and forms
- Accuracy and attention to detail
- Experience with UVic information system (FAST, BANNER) and UVic forms (Human resources and accounting forms) is an asset
- Knowledge of the University's academic regulations, and the Faculty Collective Agreement including the ARPT processes is an asset

Specialized Knowledge/Education:

- Secondary school graduation or equivalent
- Completion of post-secondary courses in office administration 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: [email protected] Any personal information provided will be maintained in confidence.

📌 Department Secretary - (992842.2) (Canada)
🏢 University of Victoria
📍 Canada