Frontline Assistant

Organizational Unit- University of Victoria -> Student Affairs -> Student Services- Posting Close Date- 15 May 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1- Salary Grade- $4,418.00 - $4,550.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE- Classification- PB8- Hours of Work- Monday to Friday, 8:30am to 4:30pm- Employee Group:
- CUPE 951 - Regular- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityReporting to the Provost & Vice President Academic, the Division of Student Affairs helps to transform students’ lives by supporting and inspiring the highest standards of student learning and success, community engagement and staff development. The Division is comprised of 26 reporting units in four departments: Athletics and Recreation, Campus Services, Office of the Registrar, and Student Services. The comprehensive and integrated range of services we provide make Student Affairs one of the most dynamic and diverse divisions on campus. Together, we support UVic’s vision “to be a university of choice for outstanding students, faculty, and staff from BC, Canada, and around the world.”

To achieve this, Student Services places student learning at the centre of all efforts in support of both student academic achievement and personal, social, cultural, and cognitive development. Student Services is accountable for the delivery of a wide range of programs, front-line services, policy management, and collaborative projects in support of the overall quality of the UVic student experience. Student Services also supports and/or closely collaborates with senior academic leaders, faculty, staff, student leaders, and several internal and external strategic partners beyond the department in order to achieve key divisional and institutional goals. Student Services is responsible for the oversight and management of institutional policies and practices that have significant impact on student academic success, student health and well
- being, student equity, diversity, and inclusion initiatives and student risk management & critical incident response.

A unit within the Department of Student Services, International Centre for Students (ICS) is a centralized resource, which provides programs, services, and supports for UVic students. ICS plays a key role in supporting and contributing to the retention and success of international students and providing international and intercultural opportunities for domestic, international, and indigenous students.

**_Please note: This position works on campus_**
- Job SummaryUnder the direction of the Associate Director, ICS, the Frontline Assistant coordinates the front desk and office administration, and provides settlement and non-academic advising for students. This position also supports and receives operational leadership from the Director, ICS, Manager, International Student Advising, and International Student Advisers (ISA). The Frontline Assistant is often the first point of contact for international students coming to the university and UVic students participating in education abroad programs. A key function is providing frontline support for students regarding UVic’s mandatory temporary medical insurance program (MTMI) and the BC Medical Services Plan.

The Frontline Assistant is responsible for providing administrative support for the ICS team including booking appointments for students to see ISAs and Student Exchange Advisers (SEA). The Frontline Assistant coordinates the ICS calendar, and processes budget reconciliation to include payment of invoices and tracking receipts. The Frontline Assistant arranges meetings, prepares correspondence, processes mail, maintains paper and electronic filing systems, processes timesheets and cheque requisitions, prepares information packages, helps coordinate events, trains and supervises student staff, and performs other duties similar in scope and complexity as assigned.
- Job Requirements**Experience**:
Must have a minimum of two (2) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience.

Related work experience should include:

- Providing administrative support to a high volume professional office.
- Providing high quality customer service.
- Handling personal, confidential, and sensitive information.
- Effectively navigating and using a variety of office equipment, software and programs including (MS office, databases, spreadsheets, etc).

**Knowledge/Skills/Abilities**:

- Demonstrated commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive working and learning environment.
- Proven ability to provide excellent customer service in a fast paced environment on a daily basis.
- Excellent interpersonal, verbal, a