Undergraduate Advising and Program Assistant

University of Victoria; Victoria; On-site; CAD 48,000 - 56,000; Full time

Job summary

University of Victoria is seeking an administrative support professional for the School of Child and Youth Care undergraduate programs. The role includes advising and admissions administration, supporting the Adviser, and handling program and office tasks to ensure smooth operations.

The position requires 3 years’ experience in a comparable environment, with strong MS Office, Adobe, and UVic system knowledge.

Qualifications

• Secondary school diploma or equivalent.
• Experience with UVic systems including BANNER, FMIS, ARES, AIRS, FAST, Cascade, Brightspace is preferred.
• Experience with UVic Advising systems is preferred.
• Familiarity with post-secondary professional schools is preferred.
• Knowledge and understanding of the Academic Calendar and BC Freedom of Information and Protection of Privacy Act as it relates to student records.

Responsibilities

• Provide administrative support to undergraduate programs, including advising and admissions administration.
• Support the Adviser and program/office administration.
• Respond to inquiries and maintain databases.
• Produce statistical spreadsheets and prepare correspondence.
• Assist with the physical infrastructure of the school.

Skills

MS Office

Adobe Creative Suite

Content management

Time management

Problem solving

Diplomacy

Independent work

Team collaboration

Communication

Education

Secondary school diploma or equivalent

UVic systems experience

Advising systems experience

Post-secondary familiarity

Calendar & FOIPPA knowledge

Tools

BANNER

FMIS

ARES

AIRS

FAST

Cascade

Brightspace

UVic Advising systems

Job description

Reporting to the Administrative Officer, this position provides administrative support to the School of Child and Youth Care undergraduate programs, which includes advising and admissions administration, support to the Adviser, program and office administration, responding to inquiries, maintaining databases, producing statistical spreadsheets, preparing correspondence and other tasks to support the physical infrastructure of the school.

Experience

This position requires a level of education, training, and experience equivalent to 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.
• A genuine interest in the student experience.
• Advanced proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems).
• Ability to prioritize and manage time and tasks with attention to detail.
• Ability to problem solve by using judgement, independent thinking and/or analysis.
• Ability to exercise tact and diplomacy in stressful situations.
• Ability to work independently within a team environment with frequent interruptions, and minimal supervision.
• Flexibility and adaptability with procedural and technical change.
• Ability to contribute to a community-building team environment.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.

Specialized knowledge/education

• Secondary school diploma or equivalent.
• Experience with UVic systems including BANNER, FMIS, ARES, AIRS, FAST, Cascade, Brightspace is preferred.
• Experience with UVic Advising systems is preferred.
• Familiarity with post-secondary professional schools is preferred.
• Knowledge and understanding of the Academic Calendar and BC Freedom of Information and Protection of Privacy Act as it relates to student records.