Graduate Admissions and Records Officer

Organizational UnitUniversity of Victoria -> Student Affairs -> Office of the Registrar and Enrolment ManagementLocationUniversity of Victoria - Victoria, BC V8W 2Y2 CA (Primary)Posting Close Date9 November 2025Please note that positions will close at 4 p.m. on the closing date.FTE1.0Salary Grade$69, $89,791.00Additional Posting InformationPlease note that while the university encourages and accepts external applications, a strong pool of internal candidates has been identified for this opportunity.Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.ClassificationSG9Employee Group:PEA - Regularof Hires Needed1CategoryAdministrative and Support ServicesAbout 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*The salary range for this position is:Recruitment range: $69,052 - $76,129 starting salary determined by the PEA Collective Agreement.Performance range: $89,791 salary range ceiling is available through annual performance increases.Job SummaryMandate:The Graduate Admissions and Records Officer plays a key role within the Office of the Registrar and Enrolment Management (OREM), supporting the University of Victoria's commitment to excellence in graduate education through accurate, equitable, and timely admissions and records management.Reporting to the Graduate Admissions and Records Coordinator, the position contributes to the integrity and consistency of academic records and graduate admission decisions, ensuring alignment with Faculty of Graduate Studies (FGS) policies and standards.As a subject-matter expert on international educational systems, the Officer evaluates academic credentials, interprets regulations, and provides authoritative guidance to students, faculty, and administrative partners. The role supports institutional effectiveness by maintaining the accuracy of student data, applying academic regulations, and contributing to process improvements across the Graduate Admissions and Records Office (GARO).Objectives:Ensure the accurate and timely evaluation of domestic and international graduate applications in accordance with Faculty of Graduate Studies and university policies.Maintain the integrity and consistency of student academic records from admission through to graduation.Support process improvements within the Graduate Admissions and Records Office to enhance service quality, efficiency, and data accuracy.Provide informed, responsive, and professional guidance to students, faculty, and administrative partners on graduate admissions and academic regulations.Contribute to institutional and faculty goals by supporting fair, transparent, and student-centred administrative practices.The role involves occasional work outside of regular business hours (evenings or weekends) during peak operational periods such as admission and convocation cycles. This position includes formal supervisory responsibility for a specific team within Graduate Admissions and Records.Job RequirementsThis position requires a level of education, training, and experience equivalent to the completion of an undergraduate degree and a minimum of two years of related experience. An equivalent combination of education, training, and experience may be considered.Knowledge, skills, and abilities include:Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.Strong attention to detail and a high degree of accuracy in data entry, record management, and correspondence.Excellent communication skills, including the ability to convey specialized or sensitive information clearly and diplomatically.Demonstrated organizational and problem-solving skills, with the ability to analyze information, identify issues, and develop practical solutions.Ability to collaborate, build and maintain positive relationships with diverse individuals and work effectively in a team environment.Knowledge of internal UVic Systems is an asset.Experience working at the graduate studies level is an asset.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