Graduate Program Clerk

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 flex arrangement*
*This position is eligible for a Modified Work Schedule*

Job Summary

The Office of the Registrar provides support services to students, parents, faculty, staff, external agencies and the educational community in matters ranging from admission to graduation and beyond.

The Graduate Program Clerk is part of Graduate Admissions and Records, a unit within the Office of the Registrar, and is responsible for working with other clerks in the Graduate Admissions and Records office to provide service excellence. The Graduate Program Clerks process applications for admission to the Faculty of Graduate Studies, evaluate the academic qualifications of an applicant to determine if minimum eligibility requirements are met, review and prepare student files in advance of convocation, advise and respond to inquiries from students, faculty and staff regarding Faculty of Graduate Studies polies and procedures, admission processes, fee discrepancies, records and registration and perform other duties similar in scope and complexity.

The Graduate Admissions and Records Office deals with a very high volume of applications and inquiries and a wide variety of student needs.

Job Requirements

Skills:

• Attention to detail to ensure accuracy of records;
• Concentration and organizational skills;
• Excellent interpersonal and communication skills;
• Flexability to work in a high volume environment, adapt to changing priorities, fluctuating tasks and pace in response to operational needs;
• Ability to effectively navigate frequent interruptions without compromising accuracy or attention to detail;
• Ability to troubleshoot and identify problems with reference to OREG and Faculty of Graduate Studies regulations;
• Ability to meet strict deadlines and work effectively in a team environment;
• Ability to handle a high volume of incoming requests in accordance with OREG service standards;
• Ability to perform required mathematical calculations accurately and quickly.

Specialized Knowledge/Education:

• Knowledge of complex records systems. Preference given to knowledge of Banner, FAST or similar;
• Knowledge of FOIPOP regulations;
• Extensive knowledge of University policies and procedures relating to admissions and academic programs at the Graduate level.

Experience:

• A minimum of two years' experience in a post-secondary institution or equivalent administrative office is required; experience must include navigating detailed process and procedure, providing a high level of customer service and dealing with private and confidential information. Mathmatical skills are subject to testing.

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.

What UVic Offers: To learn more click here