Administrative Assistant

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

Reporting to the Manager, Central Services, the Administrative Assistant is a member of the OREM Central Services team and provides a broad range of confidential administrative and operational support for the Office of the Registrar and Enrolment Management (OREM). The role supports the Registrar, Associate Registrars, OREM Leadership Team (ORLT), OREM staff, and departmental operations through the coordination of administrative, financial, human resources, committee, and office support activities.

The Administrative Assistant acts as a central administrative resource for OREM and supports a wide range of operational functions including committee coordination, scheduling, records and systems administration, financial processing, onboarding support, event coordination, and office operations. The position regularly handles confidential and sensitive information and requires strong judgement, organization, attention to detail, and the ability to manage competing priorities in a high-volume environment. The position works collaboratively with other Central Services staff to maintain operational continuity and provides cross-coverage and back-up support within the team.

Job Requirements

This position requires a level of education, training, and experience equivalent to 3 years’ recent experience working within a comparable administrative environment. Experience within a post-secondary or large institutional environment is preferred. An equivalent combination of education, training, and experience may be considered.

Knowledge/Skills/Abilities:

• Demonstrated experience providing administrative support within a senior administrative or leadership environment, including handling confidential information and coordinating complex administrative activities.
• Ability to exercise sound judgement, discretion, and confidentiality when handling sensitive information and documentation.
• Strong organizational and time-management skills with attention to detail and accuracy.
• Ability to prioritize work, manage multiple deadlines, and adapt to changing operational requirements.
• Ability to communicate effectively and professionally with students, faculty, staff, and external contacts from diverse backgrounds.
• Experience preparing correspondence, reports, agendas, meeting materials, and minutes.
• Experience coordinating meetings, calendars, events, and office administrative processes.
• Ability to interpret and apply policies, procedures, and administrative guidelines.
• Demonstrated ability to work independently and collaboratively within a team environment.
• Proficiency and confidence with using standard office software and administrative systems, including Microsoft Office applications, Teams, SharePoint, and database systems.
• Ability to learn and adapt to new technologies, systems, and administrative processes.
• Ability to move equipment and supplies up to 20lbs.
• Experience supporting financial and/or human resource administrative processes, is an asset.
• Knowledge of Freedom of Information and Protection of Privacy Act (FOIPPA) and Records Management policies is an asset.
• Knowledge of UVic financial systems (e.g., FAST, Banner) and electronic payment processing systems, is an asset.
• Some post- secondary coursework in office or business administration, is 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.

What UVic Offers: To learn more click here