Assistant to the Associate Dean

University of Victoria; Victoria; On-site; CAD 80,000 - 100,000; Full time

Job summary

A prestigious university in Victoria is seeking an Assistant to the Associate Dean of Academic Advising. This role provides senior-level administrative support and contributes to advising operations. Candidates should have a minimum of three years of related experience, strong organizational and interpersonal skills, and proficiency with office software. The position involves liaising with students and staff and may require occasional evening or weekend work, promoting an inclusive environment is essential.

Qualifications

• Minimum of three years of recent experience in a comparable administrative role.
• Experience with student information systems and academic advising processes is an asset.

Responsibilities

• Provides senior-level administrative support to the Associate Dean.
• Liaises with students, faculty, and staff across the university.
• Contributes to frontline advising operations during peak service periods.

Skills

Diversity commitment

Organizational skills

Communication skills

Interpersonal skills

Ability to manage priorities

Proficiency with office software

Education

Secondary school graduation or equivalent

Some post-secondary coursework in administration or business

Tools

Microsoft Office

Databases

Document management systems

Job description

Under the direction of the Coordinator, Frontline Advising, the Assistant to the Associate Dean, Academic Advising provides senior‑level administrative and operational support to the Associate Dean, Academic Advising. The position supports advising and academic decision‑making processes related to the Associate Dean’s portfolio, liaises with students, faculty, and staff across the university, and ensures the accurate and timely administration of student records, documentation, and approvals. The role also contributes to frontline advising operations during peak service periods and participates as a collaborative member of the Academic Advising Centre team.

Occasional evening or weekend work may be required due to the nature of the portfolio.

Required Experience

Minimum of three (3) years of recent experience in a comparable administrative role, preferably within a post‑secondary or institutional environment. An equivalent combination of education, training, and experience may also be considered.

Knowledge, Skills & Abilities

• Demonstrated commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Strong organizational, time‑management, and administrative skills with attention to detail and accuracy.
• Ability to exercise judgment, problem‑solve, and make decisions within established guidelines and delegated authority.
• Ability to interpret and apply policies, procedures, and academic regulations.
• Effective communication skills, with the ability to tailor communication for diverse audiences.
• Experience handling confidential and sensitive information with discretion.
• Ability to manage competing priorities, work under pressure, and adapt to frequent interruptions.
• Strong interpersonal skills and a student‑centred approach, including the ability to remain calm and professional in emotionally sensitive situations.
• Proficiency with office and enterprise software applications (e.g., Microsoft Office, databases, document management systems).

Specialized Knowledge / Education

• Secondary school graduation or equivalent.
• Some post‑secondary coursework in office administration, business administration, or a related field is an asset.
• Experience with student information systems and academic advising or registrar‑related processes is an asset, as is familiarity with academic regulations and calendar requirements.