Undergraduate Advising and Program Assistant

Job summary

Provide administrative support for undergraduate programs, including advising and admissions administration, and support the Adviser and the school’s program and office operations. Respond to inquiries, maintain databases, prepare statistical spreadsheets and correspondence, and assist with the school’s physical infrastructure.

Job details

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.

What you’ll do

Provide administrative support for undergraduate programs, including advising and admissions administration, and support the Adviser and the school’s program and office operations. Respond to inquiries, maintain databases, prepare statistical spreadsheets and correspondence, and assist with the school’s physical infrastructure.

Requirements

Requires a secondary school diploma or equivalent and experience equivalent to three years in a comparable environment. Candidates should have advanced computer application skills, strong organizational and communication abilities, sound judgment, and a commitment to an inclusive student experience; familiarity with UVic systems, advising systems, post-secondary professional schools, the Academic Calendar, and BC privacy legislation is preferred or relevant.

Listed skills

• Office Administration · Preferred
• Microsoft Office · Preferred
• Time management · Preferred
• Attention to detail · Preferred
• Problem solving · Preferred
• Teamwork · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Student Advising
• Admissions Administration
• Program Administration
• Office Administration
• Database Maintenance
• Statistical Reporting
• Microsoft Office
• Adobe Creative Suite
• Content Management Systems
• Time Management
• Attention To Detail
• Problem Solving
• Judgment
• Tact And Diplomacy
• Cross-Cultural Communication
• Teamwork

Job areas

• Administrative
• Education
• Customer Service & Support

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