Job Description

Organizational Unit
University of Victoria -> Student Affairs -> Student Development and Success
Location
University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)

Posting Close Date
27 July 2025
Please note that positions will close at 4 p.m. on the closing date.
FTE
1
Salary Grade
$4,551.00 - $4,720.00
Additional Posting Information:
N/A
Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.
Classification
PB8
Hours of Work
Monday to Friday, 8:30 am to 4:30 pm
Start Date
8/5/2025
End Date
1/30/2026
Employee Group:
CUPE 951 - Term
# of Hires Needed
1
Category
Administrative and Support Services
About this Opportunity
The Division of Student Affairs (STUA) is made up of four departments with 26 reporting units that work together to help create an environment where our students are actively engaged in their academic pursuits and the co-curricular life of the university. From Food Services to Academic Advising, each of the units of Student Affairs exists to help UVic students succeed.


The International Centre for Students (ICS), a unit within the Department of Student Services, is a centralized resource which provides services, information and supports for all international students including degree-seeking, incoming and outgoing exchange students, visiting and visiting research students.

This position is an on-campus position and does not have a remote working arrangement


Job Summary
Under the direction of the Associate Director, ICS, the Frontline Assistant coordinates the front desk and office administration, and provides settlement and non-academic advising for students. This position also supports and receives operational leadership from the Director, ICS, Manager, International Student Advising, and International Student Advisers (ISA). The Frontline Assistant is often the first point of contact for international students coming to the university and UVic students participating in education abroad programs. A key function is providing frontline support for students regarding UVic's mandatory temporary medical insurance program (MTMI) and the BC Medical Services Plan.


The Frontline Assistant is responsible for providing administrative support for the ICS team including booking appointments for students to see ISAs and Student Exchange Advisers (SEA). The Frontline Assistant coordinates the ICS calendar, and processes budget reconciliation to include payment of invoices and tracking receipts. The Frontline Assistant arranges meetings, prepares correspondence, processes mail, maintains paper and electronic filing systems, processes timesheets and cheque requisitions, prepares information packages, helps coordinate events, trains and supervises student staff, and performs other duties similar in scope and complexity as assigned.


Job Requirements

Experience:

Must have a minimum of two (2) 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 support to a high volume professional office. Providing high quality customer service. Handling personal, confidential, and sensitive information. Effectively navigating and using a variety of office equipment, software and programs including (MS office, databases, spreadsheets, etc).

Knowledge/Skills/Abilities:

Demonstrated commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive working and learning environment. Proven ability to provide excellent customer service in a fast paced environment on a daily basis. Excellent interpersonal, verbal, and written communication skills. Strong student-service-oriented approach to work. Demonstrates good judgment, sensitivity, tact, and discretion Awareness, and ability to communicate effectively with diverse cultures with respect and diplomacy. Ability to maintain confidentiality. Strong organizational and time management skills with advanced attention to detail. Experienced and proficient with the use of computerized systems and software. Ability to exercise independent judgment within the parameters of the responsibilities of the Frontline Assistant. High level of self-direction, with an ability to work both independently and as part of a team, with the capability to back up in other areas of responsibility as necessary. Flexible in adapting to changing work priorities and able to work in an environment with constant interruptions. Ability to work under pressure, processing a large volume of work and adhering to multiple deadlines. Skilled at analytic work, data entry, coordination, and reconciliation. Understanding of budget/account reconciliations, including reviewing receipts, completing invoice payments, and reimbursement. Knowledge of office and business administration and relevant best practices. Familiarity with FAST, Banner or other student record management systems.

Specialized Knowledge/Education:

Secondary school graduation or equivalent. Some post-secondary education would be considered an asset.

Assets/Preferences:

Demonstrated understanding and application of intercultural competencies. Using large, complex systems (e.g. FAST, Banner, Accordion (Orbis), FMIS or equivalents). Experience working in intercultural organizations. Knowledge of settlement services and immigration services.

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