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

16 July 2025

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$4,680.00 - $4,828.00

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

8/11/2025

End Date

1/31/2026

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 Hybrid Work Arrangement*

*This position is eligible for a Modified Work Schedule*

Job Summary

Reporting to a Financial Aid Officer in Student Awards and Financial Aid, the Program Support Assistant provides administrative and organizational support to the programs offered by SAFA for students with lived experience in care. The Program Support Assistant works independently and as part of a team while ensuring priorities are met in an efficient and timely manner.

The Program Support Assistant serves as the face of SAFA to support the success of UVic students who have been formerly under any legal status with the B.C Ministry of Children and Family Development (MCFD) or the Indigenous Child and Family Service Agencies/Delegated Aboriginal Agencies (ICFSA). The position provides detailed information concerning both the University of Victoria and government policies and procedures pertaining to: The UVic Youth in Care Tuition Award, the Provincial Tuition Waiver Program and Learning for Future Grant, the Youth Futures Education Fund and various bursaries that are specific to students with lived experience in care. This involves providing outreach and guidance to prospective and current UVic students who have been traditionally under-represented in post-secondary institutions. The Program Support Assistant ensures the delivery of excellent customer service to prospective and current students, family and staff in person at the front counter, by telephone, by email, and via Zoom/MS Teams regarding available funding, policies, eligibility requirements and application procedures.

The Program Support Assistant liaises with government and external community agencies, as required, to support students in accessing the services and programs available. Additionally, the Program Support Assistant communicates with MCFD and the Ministry of Post-Secondary Education and Future Skills (PSFS) to confirm eligibility for the UVic Youth in Care Tuition Award, The Provincial Tuition Waiver Program and the Learning for Future Grant. The Program Support Assistant tracks, monitors and processes a high volume of applications, supplementary documents, and authorization of information forms into multiple databases and ensures that eligibility requirements have been met by confirming student registration and academic standing.

The Program Support Assistant works together with all SAFA employees to provide excellent student support in a busy environment with tight deadlines driven by UVic and government programs with the goal of contributing to student learning and success. They are knowledgeable about the services offered by other offices across campus and can connect students with appropriate support outside of SAFA and the Office of the Registrar and Enrolment Management (OREM). They are also able to recognize when a situation or disclosure requires an escalated referral to another support service on campus and handles that referral with discretion.

The Program Support Assistant also provides advice and guidance to students regarding UVic and government student assistance programs not specifically designed to support students with lived experience in care and provides administrative support for those programs as required.

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

Job Requirements

Experience:
This position requires a level of education, training and experience equivalent to three years of experience working in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience.

Knowledge/Skills/Abilities:

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Ability to communicate with a high degree of professionalism, empathy, discretion and confidentiality with individuals from diverse backgrounds and tailor the 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 portals is required.
• Strong organizational skills and the proven ability to handle a large volume of in-person, email and phone inquiries involving highly sensitive student information.
• Ability to problem-solve by using judgement, independent thinking and analysis.
• Ability to interpret and apply written policy and guidelines to ensure compliance and adherence to necessary University and government requirements.
• Ability to prioritize varied tasks to meet deadlines with frequent interruptions.
• Ability to input records into a database or spreadsheet with a high degree of accuracy.
• Experience working in accordance with regulations outlined in the British Columbia Freedom of Information and Protection of Privacy Act (FOIPPA)
• Team-oriented and student-centered, with a genuine interest in providing outstanding student service.
• Ability to work in a team environment or individually.

Specialized Knowledge/Education:

• Knowledge of University systems such as Banner or a similar database.
• Knowledge of Microsoft Office Suite; Cascade web maintenance and Adobe Pro.
• Experience tracking and reporting program funds in a system such as FAST and performing account/budget tracking and reconciliations.
• Knowledge of provincial government services.
• Experience working with underrepresented populations who experience significant academic, social and economic challenges.
• 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