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

23 September 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

Start Date

10/14/2025

End Date

10/30/2026

Employee Group:

CUPE 951 - Term

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 a Financial Aid Officer in Student Awards and Financial Aid, the Financial Aid and Bursary Assistant provides administrative and organizational support to the SAFA bursary programs. The Financial Aid and Bursary Assistant works independently and as part of a team while ensuring priorities are met in an efficient and timely manner.

Duties include:

The Financial Aid and Bursary Assistant ensures all bursary applications have been completed correctly for both the summer and winter general bursary programs, monitors and tracks a high volume of supplementary documents, processes bursary applications and authorization of information into multiple databases, ensures that eligibility to apply into the bursary program has been met by confirming government funding, student registration, academic standing and Canadian citizenship.

The Financial Aid and Bursary Assistant communicates with donor relations regarding terms of reference for new and revised bursaries, accesses Banner and CASCADE WCMS in order to update any changes to bursaries on the SAFA website, provides statistics and reports for present and past bursaries awarded, sends out email notice of awards/regrets to a high volume of students throughout the year for all bursary programs administered by the Student Awards and Financial Aid office, ensures the delivery of excellent customer service to students, staff and faculty in person at the front counter, by telephone, via Zoom/MS Teams and email regarding policies, eligibility requirements and procedures for the general bursary applications.

The Financial Aid and Bursary Assistant acts as back up for the Financial Aid Assistant positions, serving as the face of SAFA to support applicants, current and former students, alumni, their families and the general public by providing detailed information concerning both University of Victoria and government policies and procedures pertaining to: the Work Study program, undergraduate scholarships, bursaries and government aid. The Financial Aid and Bursary Assistant accesses government databases and portals to confirm, update and obtain student loan information. They also verify student status in Banner in accordance with government regulations with regards to registration, course load and to process bursary applications. In addition to this, the Financial Aid and Bursary Assistant provides advice and guidance to students regarding various government aid programs (student loans) and works as part of the SAFA team to ensure a high level of service within a busy environment with tight deadlines driven by UVIC programs and government agencies.

The Financial Aid and Bursary Assistant works together with all SAFA employees to provide a continuity of excellent student support in a busy environment with the goal of positively contributing to student learning and success. They are also knowledgeable about the services offered by other offices across campus and are able to identify and connect students with appropriate supports outside of SAFA and the Office of the Registrar to ensure their needs are met. The Financial Aid and Bursary Assistant is able to recognize when a situation or disclosure requires a critical referral and handle the situation with discretion.

Regular hours for this position are Monday to Friday, 8:30am to 4:30pm. A modified work week is an available option.

Job Requirements

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

• Strong customer service background
• Experience answering general and complex inquiries by applying knowledge of existing policies or procedures.

Knowledge/Skills/Abilities:

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
• Demonstrated knowledge and experience with office software such as Word, Excel, and Outlook, as well as online information systems such as the UVic website and online portal is required.
• Strong organizational skills and the proven ability to handle a high volume of in person, email and phone inquiries involving complex financial aid situations on a daily basis with constant interruptions and deadlines.
• Ability to problem solve by using judgement, independent thinking and/or analysis.
• Ability to interpret and apply written policy and guidelines to ensure compliance and adherence to necessary University and government aid requirements.
• Ability to prioritize varied tasks in order to meet deadlines with frequent interruptions.
• Ability to input records into a database or spreadsheet with a high degree of accuracy.
• Team-oriented and student-centered, with a genuine interest in providing an outstanding student experience.
• Ability to work in a team environment or individually.

Assets:

• Knowledge of University systems such as Banner or a similar database.
• Experience tracking and reporting program funds in a system such as FAST.
• Knowledge of government student aid programs or post-secondary award programs.
• Experience performing account/budget tracking and reconciliations.
• Experience working in accordance with regulations outlined in the British Columbia Freedom of Information and Protection of Privacy Act (FOIPPA)
• Knowledge of Microsoft Office Suite; Cascade web maintenance and Adobe Pro.
• Training or equivalent experience in dealing with conflict and defusing difficult situations.

Specialized Knowledge/Education:

Post-secondary diploma or certificate in a related field. An equivalent combination of education, training and experience may be considered

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.

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