Assistant to The Associate Dean

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- 8 December 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,551.00 - $4,720.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- PB8- Hours of Work- Monday to Friday, 8:30 am to 4:30 pm- Employee Group:
- CUPE 951 - Regular- # of Hires Needed- 2- Category- Other- 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.

The Academic Advising Centre helps undergraduate students in the Faculties of Humanities, Science and Social Sciences at the university navigate and ensure that their graduation requirements are complete, whether they are newly admitted, first year or current undergraduates.

**_*This posting is for two positions - 997995 and 992378*_**
- Job SummaryUnder the direction of the Coordinator, Frontline Advising, the Assistant to the Associate Dean, Academic Advising, works closely with the Associate Dean, Director, Academic Advisers, Academic Unit Advisers, Records Services and Student Support and Transfer Services and faculty to provide administrative support for advising processes related to the Associate Dean's portfolio.

The Assistant provides calendaring and day-to-day scheduling for the Associate Dean; liases and coordinates with internal and external constituents at all levels (including faculty, students, staff and counselling and medical professionals)

Provides administrative support for documentation (including Letters of Permission [LoP], Grade Changes, Pro Formas, Requests for Academic Concession, Late Adds and Course Overloads, Academic Integrity violations); processes fee payments; coordinates projects as required by the Associate Dean.The Assistant also supports frontline advising services by providing day-to-day guidance on the Associate Dean portfolio for Fronline Advisers and coverage for the front counter during high-volume or short-staffed periods.

As a member of the team the Assistant participates in programs, initiatives and events hosted by the Centre, Student Affairs and/or the university that support students in these faculties.

As a result of the nature of the duties and responsibilities of this position, occasional evening and weekend work may be required.
- Job Requirements**Skills**:

- Strong interpersonal, verbal and written communication skills.
- Awareness of and sensitivity to diversity in the student body.
- Ability to maintain confidentiality.
- Strong organizational and time management skills with advanced attention to detail.
- Ability to exercise independent judgment and decision-making within the parameters of the responsibilities of the office and the work of the Associate Dean.
- High level of self-direction, with an ability to work both independently and as part of a team, with the capability to back up in other areas of responsibility as necessary
- Flexible in adapting to changing work priorities and able to work in an environment with constant interruptions;
- Ability to work under pressure, processing a large volume of work and adhering to multiple deadlines and protocols.
- Strong student-centred approach to work and experience supporting individuals, including students, faculty and staff, in emotional situations while remaining calm and professional.
- Ability to assess risk and troubleshoot solutions.
- Full range of office administration best practices (calendaring, word processing, spreadsheet skills, operations, accounting, policies/procedures, etc).

**Specialized Knowledge/Education**:
Secondary school graduation or equivalent.
Some post secondary coursework in office or business administration preferred.

**Experience**:
Must have a minimum of three (3) 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:

- Supporting students in academic program or setting;
- Providing administrative services to senior staff and office;
- Handling personal, confidential and highly sensitive information; and,
- Extensive experience effectively navigating and using a variety of office equipment, software and programs including (SharePoint/Connect, MS office, Adobe Acrobat, databases,

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