MARGY GAMBLE
Victoria,Canada
Summary
My objective is to secure a challenging and rewarding full time job that utilizes my knowledge, experience, organization, problem solving and people skills within the UVic community.
Overview
36
36
years of professional experience
Work History
Global Engagement Administrative Assistant
University of Victoria
02.2016 - 09.2023
- Provides administrative and analytical support to the Global Engagement unit for projects both ongoing and ad-hoc basis including all calendaring and scheduling
- Prepares statistical data and other background information; Provides and coordinates background information to senior administrators on briefing notes and international issues Designs and prepares presentations and coordinates technical support for GE team and all presentations, receptions and events
- Contributes to the development and improvement of GE administrative procedures
- Acts as unit hiring administrator and coordinates position searches
- Responsible for work-study students
- Provides overall administrative support for managing GE financial procedures and disbursements; Reconciles monthly FAST reports; Monitors and maintains budget files and accounts; Administers, issues and completes purchase orders and cheque requisitions, travel advances, travel expenses, hospitality reimbursements and visa applications; Monitors and prepares payments from and to institutional partners, contracted agencies and between international partners, and between the GE office and other UVic departments; Reviews and prepares documents for Associate Director and Director's signature; Responsible for financial processing of $5,000 purchasing card and signing authority; Monitors key GE accounts on a frequent basis throughout the year
- Liaises with international visitors before, during and following contact; Coordinates meetings; Responsible for logistics of visits including making arrangements for room rentals, catering, audio/visual equipment, and other services as appropriate; On occasion, coordinates these activities for the University president when traveling overseas on business related to GE unit work
- Overall responsibility for updating and maintaining data in various GE databases (for partnership and other university agreements, and for university agent contracted services agreements)
- Has expertise in services contracts
- Supports the GE Coordinator re: social media messaging to students, faculty, staff and other stakeholders; In the absence of the GE Coordinator, is responsible for all social media accounts
- Coordinates all aspects of a successful scholarship competition including marketing, receiving and recording applications, coordinating and chairing scholarship committee, corresponding with students and distributing funds
- Audits agent invoices and calculates payments; Maintains electronic and paper filing systems
- Records partnership, exchange and other university agreements in database, hard and electronic files and on website, reading all agreements carefully before uploading to ensure accuracy with filing; Couriers signed/unsigned agreements to partners, receives and redirects from partners for signing/distribution as appropriate
- Coordinates large mail outs and complex international shipping
- Coordinates university agreement approval signatures with senior level management signatories
- Responds to general correspondence/telephone calls/in person inquiries directed to GE office, or redirects to appropriate staff member as necessary
- Assists with preparation and distribution of GE mail list newsletter
- Works closely with other administrative staff to maintain a consistent level of service and ensure information flow between areas
- Liaises with university colleagues and external stakeholders; Coordinates events
- Responsible for all logistics for all aforementioned meetings; For committees chaired by ADGE (ie: Education Abroad Committee), ensure majority attendance of committee members, organize meeting locations and hospitality, independently communicate to committee membership a call for agenda items, populate draft agendas for ADGE review, distribute agendas and related materials to committee members via email for review; Records action items and minutes and distribute to committee members (ie, Education Abroad Committee, etc.)
- First point of contact for GE unit (in person, on telephone and online via world@uvic.ca); Involved in the selection, hiring and supervision of work study and casual staff/students; Monitors, verifies and submits work study/casual staff/student time sheets; Monitors hours and quality of work of casual staff and work-study students; reports concerns to Associate Director; Other duties as requested.
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
Global Engagement Officer
University of Victoria
11.2018 - 01.2019
- All duties of the Global Engagement Office as described in the job description.
International Recruitment Administrative Assistant
University of Victoria
01.2013 - 02.2016
- Responsibilities include responding to general student inquiries, assisting with event planning, travel and accommodation arrangements, assembling and organizing complex international shipments, event registration and maintaining recruitment contact lists and travel and expense records for recruitment activities; The clerk prepares a variety of documentation, correspondence and also reconciles, monitors, and maintains the accounts for International Student Recruitment; The International Student Recruitment Clerk liaises with university partners in the processing of letters, administration of student files and payment of accounts; The clerk is responsible for all administrative work including purchase orders, invoicing, cheque requisitions, travel advances and travel expenses; The International Student Recruitment Clerk works closely with other recruitment clerical staff supporting the following: the maintenance of electronic and paper filing systems; responding to telephone and email inquiries; and monitoring and ordering office supplies, publication and promotional materials.
Graduate Admissions Receptionist
University of Victoria
06.2012 - 01.2013
- Duties include, assisting students with application and admission details, liaising between students and admission clerks, assisting students and faculty in regards to documents and deadlines, opening and closing the front reception area, answering many inquiries in person and by phone and email from student, staff and the general public, opening and sorting the mail, processing letters by request, handling payments and processing the daily cash report as well as general office duties.
Clerk-Graduate Admissions And Records
University of Victoria
11.2011 - 06.2012
- Reporting the, assessing, imputing and scanning documents that are received for application to the Graduate Program, training casual staff and working relief for reception.
School Of Social Work, Receptionist
University of Victoria
09.2008 - 11.2011
- Reporting to the, , planning, organizing and facilitating all aspects of special projects and functions, provides secretarial support for on-campus and distance education programs, answering enquiries from students, faculty, staff and the general public via telephone, email and in person; Playing close attention to detail maintain student data base, monitoring enrolment and withdrawals, preparing and/or editing correspondence and sorting and distributing on and off campus mail and student assignments; Ordering supplies and monitoring inventory; Working collaboratively with colleagues, participating in general main office and faculty support while providing secretarial back up as needed.
Travel Consultant
Merit Travel
05.1987 - 09.2008
- Responsible for all aspects of travel co-ordination for clients; Counselling clients and booking travel, dealing effectively with local and international agents, handling monies and accounting details, and preparing documents.
Education
Diploma -
Camosun College
Diploma -
Mt. Douglas Sr. Secondary
Skills
- Organized
- Flexible/Adaptable
- Works well under pressure
- Creative
- Attention to detail
- Forward thinking
- Extensive training, experience and knowledge base
- Friendly
Timeline
Global Engagement Officer
University of Victoria
11.2018 - 01.2019
Global Engagement Administrative Assistant
University of Victoria
02.2016 - 09.2023
International Recruitment Administrative Assistant
University of Victoria
01.2013 - 02.2016
Graduate Admissions Receptionist
University of Victoria
06.2012 - 01.2013
Clerk-Graduate Admissions And Records
University of Victoria
11.2011 - 06.2012
School Of Social Work, Receptionist
University of Victoria
09.2008 - 11.2011
Travel Consultant
Merit Travel
05.1987 - 09.2008
Diploma -
Camosun College
Diploma -
Mt. Douglas Sr. Secondary
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