Co-op and Career Assistant

University of Victoria; Victoria; On-site; CAD 42,000 - 50,000; Full time

Job summary

University of Victoria seeks a Co-op and Career Assistant to provide secretarial support and perform general administrative tasks on campus. You will respond to inquiries from students, faculty, staff and employers; process job descriptions for posting; support interviews; maintain records; generate reports; and assist with events and budgeting.

Collaboration with Co-op and Career teams, and familiarity with UVic information systems, are valued.

Qualifications

• Must have 2 years of recent experience in a similar position.
• Experience with UVic information systems preferred.
• Strong clerical and customer service abilities.

Responsibilities

• Respond to inquiries from students, faculty, staff and employers.
• Process job descriptions for posting.
• Support interviews between students and employers.
• Maintain records and generate reports and statistics.
• Record and track required forms and documentation.
• Assist with scheduling of meetings and distribution of mail-outs.
• Produce correspondence and assist with coordination and promotion of on-campus events.
• Track, reconcile and process budget expenses.

Skills

Clerical skills

Communication skills

Team collaboration

Numeracy

Organizational skills

Multi-tasking

Education

Secondary school graduation

Tools

MS Office

Databases

Job description

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.

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.