Frontline Assistant

Organizational Unit - University of Victoria -> Student Affairs -> Student Development and Success - Location - University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date - 27 July 2025 - Please note that positions will close at 4 p.m. on the closing date. - FTE - 1 - 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 - Start Date - 8/5/2025 - End Date - 1/30/2026 - Employee Group: - CUPE 951 - Term - # of Hires Needed - 1 - Category - Administrative and Support Services - About this Opportunity The Division of Student Affairs (STUA) is made up of four departments with 26 reporting units that work together to help create an environment where our students are actively engaged in their academic pursuits and the co-curricular life of the university. From Food Services to Academic Advising, each of the units of Student Affairs exists to help UVic students succeed. The International Centre for Students (ICS), a unit within the Department of Student Services, is a centralized resource which provides services, information and supports for all international students including degree-seeking, incoming and outgoing exchange students, visiting and visiting research students. **_*This position is an on-campus position and does not have a remote working arrangement*_** - Job Summary Under 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, and written communication skills. - Strong student-service-oriented approach to work. - Demonstrates good judgment, sensitivity, tact, and discretion - Awareness, and ability to communicate effectively with diverse cultures with respect and diplomacy. - Ability to maintain confidentiality. - Strong organizational and time management skills with advanced attention to detail. - Experienced and proficient with the use of computerized systems and software. - Ability to exercise independent judgment within the parameters of the responsibilities of the Frontline Assistant. - 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. - Skilled at analytic work, data entry, coordination, and reconciliation. - Understanding of budget/account reconciliations, including reviewing receipts, complet