Graduate Secretary

About this

Opportunity

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

Job Summary

The Graduate Secretary provides administrative support of the Faculty’s professional graduate programs and serves as first point of contact/resource person for faculty, staff, and current and prospective graduate students. Acts as a liaison with a variety of departments within the Faculty and across campus such as Graduate Studies and Graduate Admissions.

Responsibilities and key duties include:

• Assisting current and prospective students with interpretation of relevant departmental, program and university regulations.
• Liaises with the Program Director(s), Associate Dean Professional Programs and Development (ADP) and Department Graduate Secretaries regarding matters relating to the graduate and professional programs, departmental calendar changes and any program related issues.
• Maintains an extensive graduate student list in coordination with the other Graduate Secretaries as well as creating and developing other databases/spreadsheets to maintain a variety of statistical data pertaining to the professional programs; processes administrative forms for students and faculty and forwards them to the appropriate departments on campus.
• Under the direction of the ADP, prepares, distributes, and collects Professional Course and Program Evaluations.
• Provides coverage during extended absences of the other secretarial positions in the office with similar scope and complexity.

Job Requirements

This position requires a level of education, training, and experience equivalent to 2 years of experience working within a comparable environment.

Knowledge/Skills/Abilities:

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• 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 interpret policies and procedures.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
• Experience composing various business communications such as emails, memos, and reports.
• Demonstrated ability to work independently as well as part of a team.
• Experience in maintaining confidential and sensitive information.
• Experience with event planning and coordination.
• Demonstrated experience providing effective customer service.
• Advanced proficiency with computer applications (i.e. MS-Office Suite, content management systems, etc.).
• Providing first-point-of contact support and customer service.
• High volume of work and managing changing priorities.
• Understanding of basic web editing/updating to existing websites would be an asset.
• Knowledge of BANNER, FAST, Cascade, SharePoint, and Grapple, File Maker Pro is considered an asset.
• Familiarity with UVic graduate studies programs, policies, procedures, and systems is considered an asset.

Specialized Knowledge/Education:

Secondary school diploma or equivalent. Some related post-secondary course work would be considered an asset.

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.

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.

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