Job Description

Organizational Unit
University of Victoria -> Student Affairs -> Office of the Registrar and Enrolment Management
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date
9 July 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
1.0
Salary Grade
$4,740.00 - $5,056.00
Additional Posting Information:
N/A
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
PB9
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
Student Affairs is committed to creating a vibrant and engaging learning community to inspire and enrich the lives of our students in support of the University of Victoria's vision "to be a university of choice for outstanding students, faculty, and staff from BC, Canada, and around the world". The Student Affairs portfolio includes: Office of the Registrar and Enrolment Management; Wellness, Recreation and Athletics; Campus Engagement; and Student Development and Success.


In working to achieve this vision, the Office of the Registrar and Enrolment Management (OREM) places students at the centre of operations and supports students to achieve their academic and life goals. Individual connections with OREM team members and services, as well as interactions with on-line services, contribute to students' growth in knowledge, independence and confidence. Registrarial services strive to directly support students' success in their university studies, campus life and subsequent life pursuits. The range of services provided by the units within the OREM appear at every point in the student life cycle, beginning with recruitment and admissions, all the way through to convocation. Members of the OREM team strive to be consistent in their interpretation, communication and application of regulations, policies and procedures while being both professional and respectful of the diversity and complexity of needs across the university campus. The OREM interacts with staff, students, faculty, university and external community members in order to assist in the delivery of core services that cross operational and departmental boundaries (e.g., registration, class and exam scheduling). It is important that students and our university colleagues are well-informed and well-supported by the OREM and the services offered.

This position is eligible for a Modified Work Schedule


Job Summary
Reporting to the Administrative Manager for the Office of the Registrar, the Administrative Assistant is a member of the OREG Central Services Team and performs a wide range of key functions in support of the operational, human resource and administrative requirements of the OREG. Key emphases for this role include providing a high level of administrative support to the Registrar, Deputy Registrar , Associate Registrars and ORLT, processing and maintaining departmental human resource and payroll records, performing accounting and budgeting functions; providing support to various university committees, and, liaising with General Counsel. This position requires exceptional decision making and priority setting skills, and the ability to switch between tasks to respond to the changing demands of the office. A high level of confidentiality is required to successfully perform this role. The Administrative Assistant works proactively to identify the needs of the OREG Central Services Team and OREG, and is self-directed in approaching this work.


The Administrative Assistant provides backup for the Administrative Manager and provides coverage for the other Central Services team members when they are away. To properly support other team members, the Administrative Assistant will need to stay up-to-date with team members' processes and procedures.


Job Requirements

Experience:

Must have a minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience.


Related work experience should include:


Providing administrative services to senior staff and office; Handling personal, confidential and highly sensitive information; and, Extensive experience effectively navigating and using a variety of office equipment, software and programs including; databases, spreadsheets, MS Teams, SharePoint, etc.




Preference will be given to applicants with some or all of the following:


Knowledge of Freedom of Information and Protection of Privacy Act (FOIPPA), Records Management policies and other applicable university policies and regulations. Knowledge of university administrative systems, (e.g., FAST Finance, FAST HR, UVic Careers, Journal Voucher, Banner, FAMIS, Chrome River, Connect, Microsoft Teams, Telephone Directory). Familiarity with managing HR and payroll documents and processes; familiarity with collective agreements. General knowledge of UVic administration and the Division of Student Affairs.




Knowledge/Skills/Abilities:


Superior interpersonal, verbal and written communication skills to deal effectively with a wide variety of clientele and with all levels of staff, including being customer service oriented, having the ability to communicate tactfully, and responding calmly and with patience to repeated requests. Proficient in the use of Microsoft Office suite, strong organization, time management, and problem-solving skills with the ability to exercise sound judgment in a variety of non-routine and/or sensitive and confidential matters. Demonstrated high level of accuracy and sharp attention to detail and advanced proof-reading skills. Demonstrated ability to work positively and professionally, either individually or in a team environment, as well as with the public, students, and University personnel and build effective professional relationships. Ability to work with limited supervision and resolve tasks and/or problems by exercising judgement, tact, innovation, and employing critical thinking and/or analysis. Ability to research and assess new information, adapt to changing technology and procedures. Ability to assess, organize and prioritize work effectively to meet strict deadlines under pressure of high volume and constantly changing priorities in a complex environment. Self-motivated and self-directed with a willingness to take on new responsibilities and adapt, manage and facilitate change. Strong student service oriented focus as well as an awareness of and sensitivity to diverse cultures. Expertise and experience with accounting and financial transaction procedures. Full range of office administration best practices (calendaring, word processing, spreadsheet skills, operations, human resources, accounting, purchasing, policies/procedures, etc.), and demonstrated ability to learn new systems and technologies pertinent to role. Can move equipment and boxes weighing up to 20lbs.




Specialized Knowledge/Education:


Secondary school graduation or equivalent. Some post- secondary coursework in office or business administration preferred.




An equivalent combination of training, education and/or experience may be considered.

Territory Acknowledgement:

We acknowledge and respect the L?k?????n (Songhees and X?seps?m/Esquimalt) Peoples on whose territory the university stands, and the L?k?????n and WSANE? 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.


Read our full equity statement here: www.uvic.ca/equitystatement.

Accessibility Statement:

If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence.

What UVic Offers:

To learn more click here