Graduate and Undergraduate Program Assistant

University of Victoria; Victoria; On-site; CAD 51,000 - 53,000; Full time

Job summary

The University of Victoria invites applications for the Graduate and Undergraduate Program Assistant. The role supports the School of Exercise Science, Physical and Health Education, handling a range of secretarial and administrative duties for four masters programs and three undergraduate programs.

Reporting to the Director's Office and collaborating with graduate and undergraduate advisors, you will manage calendars, assist with events, and prepare communications while maintaining confidential

Qualifications

• Three (3) years’ experience in a comparable environment.
• Ability to maintain confidential and sensitive information.
• Strong communication skills and ability to work with diverse groups.

Responsibilities

• Support the graduate and undergraduate programs for the School of Exercise Science, Physical and Health Education.
• Perform secretarial and administrative duties under the direction of the program heads.
• Schedule meetings, coordinate calendars and assist with events and communications.

Skills

MS-Office

Calendar coordination

Event planning

Communication

Confidential information handling

Time management

Detail orientation

Data reporting

Education

Secondary School diploma or equivalent

Tools

BANNER

AIRS

FAST Student

SharePoint

Cascade

Job description

Graduate and Undergraduate Program Assistant - (997510.5)

Organizational Unit

University of Victoria -> Faculty of Health -> Ex Scie, Phys & Health Ed.

Location

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

Posting Close Date

30 September 2026

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

FTE

1.0

Salary Grade

$4,594.00 - $4,739.00

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

Start Date

10/1/2026

End Date

2/5/2027

Employee Group:

CUPE 951 - Term

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

Start date: as soon as possible.

Job Summary

Reporting to the Assistant to the Director and working closely with the Graduate Advisor and Undergraduate Advisor, the Program Assistant performs a wide variety of secretarial and administrative duties to support the School of Exercise Science, Physical and Health Education’s graduate and undergraduate programs. The school offers four Masters programs (MEd Coaching Studies; MA Kinesiology; MSc Kinesiology; MA Physical Education), 1 PhD (Kinesiology); and 3 undergraduate programs (BA Recreation & Health Education; BSc Kinesiology; Physical and Health Education).

Job Requirements

This position requires a level of education, training, and experience equivalent to three (3) years’ experience working within a comparable environment.

Knowledge, skills, and abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to prioritize and manage time and tasks with attention to detail in a busy work environment.
• Ability to problem solve by using judgement, independent thinking and/or analysis.
• Ability to interpret policies and procedures.
• Experience in maintaining confidential and sensitive information.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
• Experience composing various business communications such as emails, memos, spreadsheets and reports.
• Experience in scheduling meetings and calendar coordination.
• Experience with event planning and coordination.
• Proficiency with MS-Office Suite and a strong knowledge of electronic file management and shared file systems.
• Ability to establish and maintain effective working relationships with staff and faculty both within the school and in other departments.

Specialized knowledge/education

• Secondary School diploma or equivalent.
• Knowledge of UVic’s Graduate and Undergraduate regulations and University systems (BANNER, AIRS, FAST Student, SharePoint) considered an asset.
• Knowledge of Web authoring tools (Cascade) considered an asset.
• Knowledge of and experience of managing social media considered an asset.

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.