Undergraduate Records Clerk

Organizational UnitUniversity of Victoria -> Student Affairs -> Office of the Registrar and Enrolment ManagementLocationUniversity of Victoria - Victoria, BC V8W 2Y2 CA (Primary)Posting Close Date15 October 2025Please note that positions will close at 4 p.m. on the closing date.FTE1Salary Grade$4, $4,828.00Additional Posting Information:N/ASalary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.ClassificationPB9Hours of WorkMonday - Friday, 8:30 am - 4:30 pmStart Date11/10/2025End Date6/17/2026Employee Group:CUPE 951 - Termof Hires Needed1CategoryOtherAbout 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.In working to achieve this vision, the Office of the Registrar and Enrolment Management (OREM) places students at the centre of operations and supports students to achieve their academic and life goals. Individual connections with OREM team members and services, as well as interactions with on-line services, contribute to students' growth in knowledge, independence and confidence. Registrarial services strive to directly support students' success in their university studies, campus life and subsequent life pursuits. The range of services provided by the units within the OREM appear at every point in the student life cycle, beginning with recruitment and admissions, all the way through to convocation. Members of the OREM team strive to be consistent in their interpretation, communication and application of regulations, policies and procedures while being both professional and respectful of the diversity and complexity of needs across the university campus. The OREM interacts with staff, students, faculty, university and external community members in order to assist in the delivery of core services that cross operational and departmental boundaries (e.g., registration, class and exam scheduling). It is important that students and our university colleagues are well-informed and well-supported by the OREM and the services offered.*This position is eligible for a Hybrid Work Arrangement and a Modified Work Schedule*Job SummaryProvide administrative support to UVic Undergraduate students. This includes evaluating students for re-registration, determining and assigning transfer credit (including domestic and international), and responding to inquiries from students, staff and faculty which require extensive knowledge of various complex policies and procedures. Process applications for graduation, complete co-op registrations and register students for outgoing exchange programs. Participate in determining changes in policies and procedures which may include in-depth research and analysis. This also includes doing extensive testing in the development and pre-production instances of Banner, in addition to providing a consulting role on various projects. Distribute Degree/Diploma/Certificate parchments and create other official documents which confirm a student's awarded credential. Obtain data from various databases and report the information as it pertains to graduation, academic standing, transfer credit, student attributes etc.Job RequirementsSkills:Proven advanced clerical skills in a post-secondary institution or an equivalent administrative office environment for a minimum of one year.Strong customer service background and experience in dealing with highly sensitive, very detailed and confidential issues is essential.Ability to handle a high volume of email and phone correspondence involving complex student situations on a daily basis.Ability to manage multiple demands and deadlines, problem-solve and maintain a high degree of accuracy.Proven ability to communicate effectively, provide options and explain complex regulations, as well as exercise initiative, good judgment, tact and diplomacy when dealing with students, faculty, departmental staff and the general public.Ability to work independently and to take initiative to organize a very heavy and varied workload in order to meet competing critical deadlines.Demonstrated ability to interpret and explain complex university, faculty and program regulations and policies while maintaining confidentiality.Specialized Knowledge/Education:Ability to perform accurate mathematical calculations and convert international grading scales for the purpose of calculating grade point averages with a high degree of accuracy.Demonstrated knowledge and experience with Microsoft Office and Microsoft Windows platforms.Experience:Working experience with complex Student Information Systems such as Banner Student or a similar database as well as online information systems such as the UVic website and Mypage.Experience with the degree audit system (CAPP), TCS (Transfer Credit System), Applicant Information Review Systems (AIRS) and ViewCat..Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day.Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups.Read our full equity statement here: Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: Any personal information provided will be maintained in confidence.What UVic Offers: To learn more click here