Co-op and Career Assistant

University of Victoria; Victoria; On-site; CAD 30,000 - 60,000; Full time

Job summary

The University of Victoria seeks a Co-op and Career Assistant to provide secretarial and administrative support. This role involves handling inquiries, processing documentation, and contributing to the smooth operation of Co-op and Career programs. Ideal candidates will have strong clerical skills and the ability to work collaboratively within a team environment.

Qualifications

• Minimum of 2 years of recent experience in a similar position.
• Experience with Co-op programs or Career Services preferred.
• Ability to process documentation with attention to detail.

Responsibilities

• Provides secretarial assistance and general administrative tasks.
• Responds to inquiries and processes job descriptions for posting.
• Tracks and reconciles budget expenses.

Skills

Customer Service

Clerical Skills

Communication

Organizational Skills

Numeracy

Teamwork

Multi-tasking

Education

Secondary school graduation

Tools

MS Office

Databases

Spreadsheets

Job description

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Organizational Unit

University of Victoria -> Co-operative Education

Location

University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date

2 July 2025

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$4,363.00 - $4,525.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.

Classification

Hours of Work

Monday to Friday, 8:30 am – 4:30 pm

Employee Group:

CUPE 951 - Regular

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

One of the distinguishing characteristics of the University of Victoria is its commitment to experiential learning. For more than 40 years, UVic has been a leader in providing students with relevant, engaging and practical learning experiences beyond the classroom. Experiential learning is proven to be a powerful way to engage students in their studies by facilitating opportunities to put theory into practice, make connections with professionals in the field and develop career related skills and competencies.

UVic has one of the largest co-op programs in Western Canada, with more than 4,000 work placements taking place each year with employers across Canada and around the world (uvic.ca/coop).Our Career Services is an on-campus career development service that helps students and alumni prepare for successful careers (uvic.ca/career-services).Our Community-Engaged Learning (CEL) team supports students and instructors to engage in community-engaged learning experiences and research with diverse community initiatives (uvic.ca/cel).

This position provides professional assistance to the Health Information Sciences Co-op and Career Program.

*This position is eligible for a Hybrid Work Arrangement*

Job Summary

The Co-op and Career Assistant provides secretarial assistance and performs general administrative tasks. Responsibilities include responding to inquiries from students, faculty, staff and employers; processing job descriptions for posting; supporting interviews between students and employers; maintaining records; generating a variety of reports and statistics for review; recording and tracking various required forms and documentation; assisting with the scheduling of meetings; preparation and distribution of various mail-outs; producing correspondence; providing assistance with the coordination, marketing and promotion of on-campus events; tracking, reconciling and processing budget expenses, etc.

Co-op and Career Assistants work closely and collaboratively to ensure a consistent, high level of service across all Co-op and Career programs and services. Reporting to their assigned Associate Director, the Assistants may work to support other areas, as assigned, or required, based on operational requirements.

Job Requirements

Experience:

Must have a minimum of 2 years of recent experience in a similar position.

Related work experience should include:

• Providing a range of clerical and customer service
• Using standard office equipment and software (e.g., MS Office)
• Using databases and spreadsheets

Preference will be given to applicants with:

• Experience working with Co-op programs and/or Career Services and/or at the University of Victoria
• Experience with UVic information systems

Knowledge/Skills/Abilities:

• Strong clerical related technical skills, including ability to effectively learn, navigate and leverage a range of technologies.
• Ability to process documentation with accuracy and attention to detail.
• Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community.
• Financial skills including numeracy and basic mathematics.
• Initiative, good organizational skills and the ability to work on a variety of projects both independently and as part of a team are essential.
• Ability to multi-task, be resourceful and be able to handle multiple requests and challenges.
• Ability to act effectively in a receptionist capacity and perform multiple tasks in a busy office environment with many interruptions.

Specialized Knowledge/Education:

Secondary school graduation or equivalent.

Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.

Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups .

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: [e-mail] Any personal information provided will be maintained in confidence.

What UVic Offers: To learn more click here