Reporting to the Associate Director, Pension Services, this position provides assistance to all areas of the Pension Services office. It will serve as the first point of contact for front counter, telephone, and email inquiries. It will also provide general office support such as handling the mail, filing documents, assembling annual statement packages, ordering supplies, and other related tasks.
The position will be responsible for assisting individuals with completing forms, processing forms and updating databases, preparing routine correspondence, and directing more involved inquiries to the appropriate staff member.
This position manages the Director’s and Associate Director’s schedule including calendaring, emails and meetings. The Assistant is privy to and maintains confidential information, and deals with sensitive matters with discretion, tact and diplomacy. The Assistant also coordinates events hosted by the Pensions Office.
The position will also assist with the preparation for meetings of the Board of Trustees and various committees. This will include formatting and proofing agenda materials, scheduling meetings and room bookings, and addressing catering and other needs.
Other duties similar in scope and complexity may be performed.
Skills:
- Ability to act effectively and professionally in a public facing capacity with little or no supervision
- Ability to provide excellent customer service and handle difficult or sensitive interactions
- Ability to navigate detailed processes and procedures with adherence to privacy regulations and discretion in handling confidential materials
- Strong communication skills, both verbal and written
- Strong administrative skills, including word processing, excel and use of standard office technology and equipment
- Basic math skills
- Detail-oriented with extreme accuracy in preparation of documents and updating records
- Ability to prioritize and work effectively in a busy team oriented environment with frequent interruptions and tight deadlines
- Ability to use judgement and initiative, and identify areas for improvement
- Willingness to adjust work hours, including on occasion working full-time hours to meet deadlines and cover vacation absences
Specialized Knowledge/Education:
- Fluency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat is required
- Knowledge of bookkeeping concepts, BANNER, FAST, Cascade and Connect considered an asset
- Familiarity with UVic programs, policies, procedures and business systems considered an asset
- Knowledge of pension plan fundamentals, and payroll or personnel functions considered an asset
- Knowledge of ethical and confidentiality guidelines as indicated by the Freedom of Information & Protection of Privacy (FOIP) Act is an asset
Experience:
- 3 years related experience in a general office environment
- Experience with working with the public in a customer service environment
- Experience working in a post-secondary environment and/or financial services is considered an asset
