Residence Admissions Clerk

University of Victoria; Victoria; On-site; CAD 42,000 - 52,000; Full time

Job summary

The University of Victoria’s Residence Services is seeking a Residence Admissions Clerk to support student room assignments, occupancy and revenue goals. This role handles high‑volume administrative tasks, follows university policies, and communicates with students and staff to ensure accurate admissions processing.

Under the Coordinator, Residence Admissions, you will review applications, run reports, manage waitlists, assign rooms, create correspondence, and maintain organized data.

Qualifications

• Secondary school graduation or equivalent.
• Minimum 1–2 years of administrative support experience in a professional environment; preferably in a post‑secondary setting.
• Experience with large and complex databases such as student records systems.

Responsibilities

• Review applications and run reports.
• Manage waitlists and assign rooms to applicants.
• Create correspondence and maintain organized information retrieval systems.
• Communicate with Family Housing residents regarding rental rates and tenancy issues.

Skills

Clerical skills

Administrative skills

Data entry

Attention to detail

Deadline-driven

Planning skills

Written communication

Verbal communication

Microsoft Office

Banner database

Education

High school diploma

Tools

SharePoint

Adobe Pro

Banner

Job description

Residence Services, a unit within the division of Student Affairs, provides accommodation services, programming and education to the on-campus student community of 2300 beds and 181 Family Housing units, in addition to providing a summer conference operation for off-campus customers.

In support of the University's and Residence Service's overall recruitment and retention goals, the Residence Admissions Clerk performs administrative, customer service duties related to student room assignments to support maximizing student occupancy and revenue throughout the year. This is a high-volume, detail and service-oriented position that is required to meet daily, monthly and annual procedural deadlines; follows a complex series of administrative processes and schedules; is knowledgeable of and adheres to departmental and University policies and guarantees; and communicates extensively with students and in potentially sensitive situations. The position provides accurate and timely service to students throughout the admissions process and during the year, as well as providing efficient assistance and clear communication to staff within the department in regards to Residence Services admissions and assignment processes.

Under the direction of the Coordinator, Residence Admissions, the Residence Admissions Clerk performs a variety of functions requiring extensive knowledge and use of the Residence Services enterprise system. Duties include reviewing applications; running reports; managing waitlists; assigning rooms to applicants; creating correspondence; and maintaining accurate and organized systems for information retrieval. This position also communicates with Family Housing residents regarding rental rates, tenancy agreements, and other administrative issues.

Skills

• Mid-level clerical, administrative and computer skills, including experience with spreadsheets, property management, and database software
• Proven ability to meet deadlines, remain organized and accurate, and work under pressure
• Proven attention to detail; ability to manage large amounts of data and information, with accuracy and speed
• Good planning skills; ability to prioritize workload
• Ability to follow direction and comply with policies and procedures
• Strong written and verbal communication skills, including the ability to write clear, accurate communications
• Experience using Microsoft Office Suite (Word, Excel, Outlook), SharePoint, Adobe Pro and database software such as Banner with efficiency, accuracy and attention to detail
• Excellent service skills; ability to respond to issues and complaints from students and parents with tact and diplomacy
• Demonstrated good judgment and decision‑making skills
• Demonstrated math skills

Specialized Knowledge/Education

Secondary school graduation or equivalent

Experience

Must have a minimum of 1-2 years of recent experience in providing administrative support in a professional environment, preferably in a post‑secondary setting, or an equivalent combination of education, training and experience.

Related Work Experience Should Include

• Experience with large and complex databases such as student records systems
• Experience in a post‑secondary environment

Preference Will Be Given To Applicants With

• Knowledge of university regulations, policies, and departments
• Experience with UVic information systems