Job Details

Reporting to the Executive Director, Innovation & Partnerships (EDIP), the Innovation & Partnerships Administrative Assistant (IPAA) provides administrative support related to efficient and smooth day-to-day technical operations of the office.

The IPAA must maintain a keen awareness of ongoing issues and concerns; demonstrating at all times discerning and independent judgement of the highest professional standards, creating a positive impression, and providing confidentiality, tact and diplomacy always, in a busy, high-pressure environment.

The IPAA keeps the EDIP well informed through ongoing communication, alerting them to any situations that require attention, often under strict timelines that require triaging and constant adjustment of ever-changing priorities.

The IPAA liaises with corporate executives, presidents, CEOs and directors of major research institutions, executive level administrators of the federal and provincial government and of health authorities, senior university executives and administrators, community leaders, faculty members, students, and other external partners while performing a wide range of administrative activities required to support IPO stakeholder engagement.

The IPAA acts as the first point of contact for the IPO and is responsible for creating a positive impression with faculty, staff, students, and visitors, maintaining a high-level of professional service, confidentiality, tact and diplomacy at all times in a busy, high-pressure environment. Working with minimal supervision, the IPAA additionally reviews, compiles and synthesizes data and literature for the preparation of background and communication materials. The position coordinates a range of logistics for research partnership outreach, events and presentations. The position also manages files and information systems to input, track, update and retrieve information on UVic research partnerships, projects and intellectual property.

During times of high volume or absence, this position may be required to provide administrative support as coverage for the Administrative Assistants supporting the Vice-President Research and Innovation, Associate Vice-Presidents Research.

Skills:

• Exceptional administrative support skills including the ability to deal effectively with non-routine matters and coordinate various activities, take responsibility, problem solve, and make independent decisions.
• Excellent office management skills with the ability to do the job with constant interruptions in an ever-changing environment with competing priorities.
• Highly self-motivated and self-directed with ability to work independently and as part of a team, with demonstrated attention to detail.
• Strong interpersonal skills required for relating effectively with all levels of the university community and responding to enquiries from external stakeholders. 
• Excellent organizational and time management skills with ability to effectively prioritize and execute tasks in a high-pressure, confidential and dynamic environment using keen attention to detail.
• Ability to respond to changing priorities and meet tight deadlines, often under pressure. 
• Strong written communication skills for transcribing minutes and responding to enquiries from stakeholders.
• Understanding of event planning.
• Proven ability to exercise initiative, good judgment, tact and diplomacy at all times.
• Ability to research and assess new information, quickly identify the heart of new problems or issues, and diplomatically and knowledgeably suggest solutions.

Specialized Knowledge/ Education:

• High School completion or equivalent.
• Completion of a two-year post-secondary certificate or diploma in Office Administration and/or communications, is considered an asset and preferred.
• High level of proficiency in Microsoft Office Suite particularly Word, Excel, Outlook, PowerPoint, SharePoint, and Adobe is required.
• Thorough knowledge of best practices and methods of office procedures including records management and retention.
• Experience working with UVic systems such as FAST Finance, FMIS and Cascade would be considered an asset.
• Working knowledge of UVic policies and procedures highly desirable.
• Knowledge of licensing agreements and intellectual property highly desirable.

Experience:

• Minimum of 3 years of experience working in a senior administrative support role, preferably in an academic, research or scientific-based large or complex work environment.
• Minimum 2 years of experience with advanced electronic calendaring, word processing, spreadsheets, SharePoint (Connect) and presentation applications.
• Extensive experience formatting and editing high-quality business communications and documents;
• Experience
  • working with financial and human resources information;
  • working with confidential information and sensitive issues;
  • with website and file system maintenance;
  • with event coordination.
• Previous university experience at the executive level is preferred.
• An equivalent combination of training, education and/or experience may be considered