Advising Assistant

Job Responsibility: 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 28 May 2025 Please note that positions will close at 4 p.m. on the closing date. FTE 1 Salary Grade $4,363.00 - $4,525.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification PB7 Hours of Work 8:30 am to 4:30 pm Start Date 6/2/2025 End Date 9/30/2025 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.

The Academic Advising Centre helps undergraduate students in the Faculties of Humanities, Science and Social Sciences at the university navigate and ensure that their graduation requirements are complete, whether they are newly admitted, first year or current undergraduates.

Job Summary

The Advising Assistants are part of the team responsible for the provision of frontline advising services. The Assistants are the first point of contact (in-person, telephone and email) for undergraduate students (or other clients as required) and provide administrative support to the Centre, including forms, appointment bookings and related records management. The Assistants engage in training to support frontline advising. As a member of the team the Assistants participate in programs, initiatives and events hosted by the Centre, Student Affairs and/or the university that support students in these faculties. As a result of the nature of the duties and responsibilities of this position, occasional evening and weekend work may be required.

Job Requirements

Specialized Knowledge/Education:

• The successful candidate will have a high school graduation.
• Preference may be given to candidates with knowledge and understanding of:
  • the Academic Calendar including familiarity with approximately 189 academic program options available in Humanities, Science and Social Sciences, faculty regulations, policies of the Academic Advising Centre and the University of Victoria, office protocols.
  • the BC Freedom of Information and Protection of Privacy Act as it relates to student records

Experience:

• Demonstrated experience in the use of Microsoft Office (Word, Excel, PowerPoint) and complex database(s) (e.g. Banner).
• Experience providing customer service.
• Experience working in an administrative or clerical position in a high volume office setting.
• Preference may be given to work experience gained in a post-secondary or comparably large and complex organization.

Skills:

• A genuine interest in the student experience;
• Commitment to UVic's strategic goals regarding student recruitment and retention;
• Ability to maintain concentration and accuracy in highly demanding, multi-tasking environment;
• The capacity for processing a high volume of work in a high process environment;
• A dedication to maintaining a high level of accuracy;
• Intermediate skills in use of UVic student information systems or equivalent

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 WSÁNE? 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:

Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: View email address on ca.edajobs.com Any personal information provided will be maintained in confidence.

What UVic Offers: To learn more click here