Program Assistant

4 weeks ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Faculty of Business- Posting Close Date- 13 February 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $3,805.00 - $3,920.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE- Classification- PB7- Hours of Work- Monday - Friday; 8:30 am to 4:30 pm- Employee Group:
- CUPE 951 - Regular- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityGustavson offers a cohort based Bachelor of Commerce, Master of Business Administration, Master of Global Business, Master of Management and a PhD in International Management and Organization - all of which have an international focus embedded in their curricula and a strong co-op and experiential learning component. Scholarship and teaching at the School are strongly aligned around our areas of specialization (International Business, Entrepreneurship, Service Management, and Sustainability) and we are a leader in integrating curriculum at both the undergraduate and graduate level.
- Job SummaryOur primary BCom degree is a four-year baccalaureate program, combining non-Business courses in the first two years, with the final two years devoted completely to business coursework in a cohort-based core, integrating co-op experience, international exchange, and a wide range of value-added activities. We also provide a set of undergraduate courses that allow students in other disciplines to complete a Business Minor or Master in Management (new) degree.

Reporting to the Director, Undergraduate Programs Administration, this position acts as administrative and program support for the various undergraduate programs. The Program Assistant is one of a team, working collaboratively to provide exceptional front line customer service for 1000+ students, as well as advanced secretarial support and diversified administrative duties for classroom and instructional support.

This position requires a strongly motivated and organized individual to work in a flexible setting where workflow is assigned based on functional needs, such as:

- Program and course registration support for admissions and recruitment
- Undergraduate database content management for reporting purposes
- General accounting and reconciliation for maintaining program budgets
- Administrative and human resources processes
- Logistics and support for program committees and special events
- Maintenance of and improvements to office procedures for efficient operation
- Job Requirements**Skills**:

- Advanced secretarial and administrative skills
- Multicultural awareness, sensitivity and professionalism in dealing with a wide variety of stakeholders (current and potential students, faculty, sessional instructors, and the business community)
- Advanced organizational and time management skills with advanced attention to detail
- Excellent clerical skills including the ability to accurately input data, etc. using word processing, spreadsheets and databases
- Ability to manage a large volume of work, and to take initiative, prioritize and problem-solve in order to meet deadlines
- Strong sense of teamwork and customer service in assisting faculty, staff, students, the general public, and other university departments
- Demonstrated ability to learn, interpret, and explain relevant policies and procedures from multiple sources
- Able to produce accurate results and work effectively under pressure with mínimal supervision
- Willingness to learn new systems and procedures, and flexible in adapting to changing work priorities in an environment with constant interruptions
- Ability to maintain confidentiality and handle highly sensitive material
- Strong written and verbal communication skills

Specialized Knowledge/Education:

- Knowledge of office and business administration and relevant best practices, obtained through experience, training, or coursework towards a certificate or diploma
- Knowledge of UVic Admissions, Course Calendars, Finance and/or other program-related policies and procedures would be considered an asset

**Experience**:

- At least two years recent experience required in providing administrative support within a professional office environment
- Advanced experience effectively navigating and using a variety of office equipment, software and programs including MS Office, Sharepoint, databases, spreadsheets, etc. required
- Experience and proficiency with student records management systems (Banner), and other UVic online and computerized systems (FAST, Coursespaces) preferred
- Experience working in a post-secondary educational environment preferred

**Territory acknowledgement**

We acknowledge and respect the lək̓ʷəŋən peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W̱SÁNEĆ peoples whose historical relationships with the land continue to this day.

**Equity and Diversity Statement**

**Access

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