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.

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
- Strong first-point-of-contact customer service background and supervisory experience
- Advanced proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook Exchange), Adobe Acrobat and Skilled, 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

📌 Department Secretary (Victoria)
🏢 University of Victoria
📍 Victoria