Admission Assistant

Student 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, Athletics and Recreation, Campus Services, Student Services.

In working to achieve this vision, the Office of the Registrar (OREG) places students at the centre of operations and supports students to achieve their academic and life goals. Individual connections with OREG 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 OREG appear at every point in the student life cycle, beginning with recruitment and admissions, all the way through to convocation. Members of the OREG 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 OREG 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 OREG and the services offered.

Job Summary

Undergraduate Admissions processes, evaluates and conveys admission decisions to approximately 18,000 applicants annually in an effort to achieve university enrollment targets and support Objective #2 of the University’s strategic plan to ‘recruit and retain outstanding students’ to the University of Victoria.

Reporting to an admission officer, the Admission Assistant is an important member of the Undergraduate Admissions team and often the first point of contact for new applicants to the University of Victoria throughout the annual admission cycle. Each admission assistant works within a sub-team, consisting of one or two admission assistants and an admission officer that manage a portfolio of new applicants to the university.

Responsibilities include examining and editing applications; monitoring applicant documents and pre-screening files; determining transfer credit; maintaining student record data in the student information system; as well as monitoring and responding to enquiries from applicants, parents, counsellors, agents and on-campus departments.

Job Requirements

Skills:
Advanced Microsoft Office skills including Outlook, Word, PowerPoint and particularly Excel.

Demonstrated intermediate level of technical proficiency in working with computer systems, programs and data files such as SharePoint, and Adobe Pro

Excellent analytical, problem solving, quality control and attention to detail skills.

Ability to function in a highly demanding, multi-tasking environment.

Highly organized and able to manage high volumes of time-sensitive information accurately.

Excellent communication and interpersonal skills; ability to explain complex admission requirements

Ability to maintain confidential, highly-sensitive and private information.

Team-oriented and student-centred, with a genuine interest in the student experience.

Commitment to UVic’s strategic goals regarding student recruitment and retention.

Specialized Knowledge/Education:
High school graduation; one or more years of post-secondary education preferred.

Familiarity with complex information systems such as such as financial, customer accounts or student records systems (e.g. Banner, FAST, TCS(Transfer Credit Sytem), and BRM (or other CRM product).

Knowledge and understanding of the academic calendar including admission requirements would be an asset.

Understanding of the Freedom of Information & Protection of Privacy (FOIP) as it relates to student records, as well as the ethical and confidentiality guidelines of the institution.

Experience:
3 or more years working in an administrative or clerical position in a high-volume, customer-oriented organization, including experience with large and complex databases such as financial, customer accounts or student records systems

Experience gained in a post-secondary (preferably a registrar’s/admission office) is preferred.

UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.

Read our full equity statement here: www.uvic.ca/equitystatement.

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact Belinda Fontes, HR Programs and Project Manager, at [email protected]. Any personal information provided will be maintained in confidence.

Additional Information

995631 -OREG-2017- UPD FOR JD-Admission Assistant PB8