Bookings & Exams Assistant

2 weeks ago

Victoria, Canada University of Victoria Full time

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- 5 May 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,305.00 - $4,438.00- 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- Monday to Friday, 8:30 am to 4:30 pm- Start Date- 5/1/2024- End Date- 6/30/2025- Employee Group:
- CUPE 951 - Term- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityStudent 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.
- Job SummaryStudent Support Services (SSS) is a unit within the Office of the Registrar and Enrolment Management (OREM) which provides services to current and former students, as well as to faculty and staff of the University. As part of the Division of Student Affairs, the unit is committed to being a partner in supporting student success and providing service excellence. SSS staff work as a team to ensure a high level of service within a busy environment driven primarily by Calendar deadlines.

Reporting to the Coordinator, Space Bookings and Events,, the Bookings & Exams Assistant supports both the Room Bookings and the Examinations portfolios. The Bookings & Exams Assistant is responsible for booking classroom and seminar space for student groups, faculty, and staff, and books space for and provides events support to community groups in the absence of the Coordinator. The Bookings & Exams Assistant provides assistance to the Examinations Clerk in creating three examination timetables annually, and prepares, produces, distributes, and stores final examinations. The Bookings & Exams Assistant responds to inquiries from students, faculty, staff, and members of the community regarding both space bookings and examinations.
- Job Requirements**Experience**:
Minimum 3 years’ experience working within a post-secondary institution or a comparable office environment.

Related work experience should include:

- Experience using a range of standard office equipment and software, including Microsoft Office, Microsoft Teams, and Adobe Acrobat Pro DC
- Experience handling sensitive and confidential information while adhering to FOIPP regulations
- Demonstrated experience working quickly and accurately on a variety of tasks with frequent interruptions
- Demonstrated ability to work well in a team environment that requires collaboration and contribution from many sources
- An equivalent combination of education, training and experience may be considered

**Knowledge/Skills/Abilities**:

- Excellent listening, and written and verbal communications skills; ability to maintain a high level of customer service and communicate congenially in stressful situations
- Strong interpersonal skills and ability to work collaboratively with members of the SSS team, other OREM units, and faculty and staff throughout the University
- Ability to handle complex and sensitive interactions, exercising initiative, good judgement, tact and empathy when dealing with situations involving students, which may involve emotional or stressful circumstances
- Sensitivity to cultural differences and ability to effectively communicate with people of all ages and backgrounds
- Ability to work effectively both independently and within a team environment while maintaining a high level of customer service
- Ability to work under pressure, processing a large volume of time-sensitive work with a high degree of accuracy and adhering to multiple deadlines with frequent interruptions
- Ability to handle varying workloads while meeting specific deadlines during periods of heavy activity
- Strong time management, organizational skills and excellent attention to detail
- Ability to change task and pace frequently throughout the day according to fluctuating workload demands
- Ability to input data and handle sensitive information and instructions with a high degree of accuracy while managing frequent interruptions
- Move cartons of paper up to 20kg in weight

**Specialized Knowledge/Education**:

- Post-secondary certificate in a related field. An equivalent combination of education, training and experience may be considered
- Knowledge of databases and student information systems; familiarity with SharePoint and experience using Banner, InfoSilem Enterprise, InfoSilem Suite (

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