Scheduling Clerk

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- 12 November 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,740.00 - $5,056.00- Additional Posting Information: - N/A- Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.- Classification- PB9- Hours of Work- Monday to Friday, 8:30 am - 4:30 pm- Employee Group: - CUPE 951 - Regular- # of Hires Needed- 2- 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. **_*This position is eligible for a Modified Work Schedule*_** - Job SummaryStudent Support Services (SSS) is a unit within the Office of the Registrar and Enrolment Management (OREM) which provides services to prospective, 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 with tight deadlines driven primarily by Calendar deadlines. The Scheduling Clerk is part of a team responsible for producing two academic course timetables and three examination timetables annually; coordinating the preparation, production, distribution and storage of final examinations; and booking classroom and seminar space for ratified student groups, faculty and staff in accordance with established University booking policies. The Scheduling Clerk ensures the timetable is free of conflicts, facilitates the rooming process, and prepares and distributes timetables for publication. The Scheduling Clerk schedules and coordinates deferred and supplemental examinations as required; maintains secure exam storage and coordinates the examination viewing process; and responds to faculty and student inquiries regarding examinations, procedures, and academic concessions. The Scheduling Clerk also works with other OREM staff to test and verify data transfers between the scheduling software and the student information system (SIS). - Job Requirements**Experience**: This position requires a minimum 3 years’ experience working within a postsecondary institution or a comparable high-volume, customer-service oriented office environment with a focus on scheduling and/or events. Related work experience should include: - Strong working knowledge of Microsoft Word, Excel, Outlook, Sharepoint, and Teams - Knowledge of University of Victoria campus and policies, procedures - Demonstrated proficiency with scheduling database programs; familiarity with and experience using Infosilem Campus, Suite, and Administration considered an asset - Experience with Student Information Systems; experience with SIS used at the University of Victoria, (e.g., Banner, Viewcat, and FAST) considered an asset - Knowledge of Freedom of Information and Protection of Privacy (FOIPP) regulations Preference will be given to applicants with: - Experience dealing with conflict and defusing difficult situations **Knowledge/Skills/Abilities**: - Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment - Ability to work effectively and prioritize tasks while meeting strict deadlines under pressure of high volume and constantly changing priorities - Ability to input data and handle detailed information and instructions with a high degree of accuracy while managing frequent interruptions - Well-developed organizational, attention to detail, analytical, and creative problem-solving skills - Excellent verbal and written communication skills to deal effectively with a wide variety of clientele and with all levels of staff - Ability to handle complex and sensitive interactions, exercising initiative, good judgement, tact and empathy when dealing with situations which may involve emotional or stressful circumstances - Ability to lift cartons up to 20kg in weight - Ability to work effectively both independently and within a team environment to attain desired work outcomes; ability to build and maintain healthy team morale - Ability to respect confidentiality and maintain discretion with highly sensitive and confidential information - Ability to foresee problems and outcomes, and plan to minimize unintended negative cons