Administrative Officer
University of Victoria
Victoria, British Columbia, Canada
7d ago

Salary posted reflects

full FTE (will be prorated for part time) Classification SG10

Employee Group : PEA - Regular

of Hires Needed

Additional Posting Information


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.

Job Summary

The School of Music is an academic unit in the Faculty of Fine Arts with a complement of 23 regular faculty members, 5 support staff and up to 20 sessional instructors.

The Administrative Officer (AO) is responsible for the administrative, financial and undergraduate admission process of the school.

The position reports directly to and works closely with the Director of the School to deal with the immediate everyday administrative demands and to initiate and assist with the long-

term planning and academic goals of the school in conjunction with the strategic goals of the faculty and university. The AO provides leadership, advice, direction and problem solving on matters related to interpretation of university policies, contracts and procedures to the Director, faculty, graduate students and undergraduate students (both in the BMus program and in the Combined Program in Music and Computer Science).

The AO is responsible for annual enrollment management and development of the undergraduate and graduate academic timetables.

Manages waitlists; advises the Director on enrollment issues; and assists with annual sessional teaching assignments. Maintains enrollment records and teaching assignments and prepares reports.

The AO coordinates and manages the financial functions of the school, including budget analysis, forecasting, and monitoring of operating budgets and specific purpose accounts.

The AO approves and coordinates the purchase of equipment for teaching and research purposes.

  • The AO is responsible for the direct supervision of two CUPE 951 office staff, the school Concert and Publicity Manager, and one Senior Laboratory Instructor;
  • coordinates and oversees office administrative procedures and replacement staff members as required. In addition, the AO oversees all human resource paperwork for school members, sessional lecturers and music performance instructors and students.

    Job Requirements

    This position requires an undergraduate degree plus a minimum of three years of related administrative, budget management, supervisory and communications experience in an academic or complex administrative environment.

    An equivalent combination of education and experience may be considered.

    In addition this position requires :

  • Excellent analytical, critical thinking and problem solving skills
  • FAST, Banner or other student record management systems experience
  • Superior communication skills, both written and verbal
  • Ability to build and maintain productive working relationships with all stakeholders
  • Ability to work independently and collaboratively in a team environment
  • Demonstrated organizational and administrative skills
  • High level of knowledge with respect to financial and budget matters
  • Demonstrated ability to manage multiple projects, prioritize, make decisions independently, be self-motivated, and consistently meet deadlines
  • Superior computer skills using MS Office and knowledge of web-authoring tools
  • Strong organizational skills, with ability to manage multiple budgetary and procedural projects, prioritize, make decisions independently, be self-
  • motivated, and consistently meet deadlines.

  • Ability to work effectively with a diverse population and with all levels of university personnel
  • Demonstrated leadership, supervisory skills and the ability to inspire a team
  • Preferences or Assets :

  • Background in Music or Fine Arts
  • Knowledge of the principles and practices and administrative systems of the University
  • The University of Victoria is an equity employer and encourages applications from women, persons with disabilities, members of visible minorities, Aboriginal Peoples, people of all sexual orientations and genders, and others who may contribute to the further diversification of the university.

    Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact Kam Cheema, HR Programs and Project Manager, at uviccareers uvic.

    ca. Any personal information provided will be maintained in confidence.

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