Scholarship Assistant

University of Victoria - Victoria, BC (27 days ago)

Apply Now

The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.

Student Affairs at the University of Victoria helps to transform students' lives by supporting and inspiring the highest standards of student learning and success, community engagement and staff development. The Division is comprised of over 30 reporting units in six departments: Athletics and Recreation, Campus Services, Indigenous Affairs, Office of the Registrar, Student Recruitment and Global Engagement, and Student Services. The comprehensive and integrated range of services we provide make Student Affairs one of the most dynamic and diverse divisions on campus. Together, we support UVic's vision "to be a university of choice for outstanding students, faculty, and staff from BC, Canada, and around the world.”

As part of the larger Division of Student Affairs at the University of Victoria, the Office of the Registrar (OREG) places students at the center of its operations in the provision of core institutional services and systems. The services offered by OREG include undergraduate and graduate admission, registration, course/exam scheduling, academic records management, curriculum/calendar, scholarships/financial aid and graduation. The Office of the Registrar collaborates closely with academic and administrative partners as well as external stakeholders to provide outstanding service and support to students, parents, faculty and staff.

The University of Victoria is one of Victoria's largest employers and one of Canada's best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria's diverse academic programs, world-class research and commitment to civic engagement.

Job Summary

Reporting to the Entrance and In-course Scholarship Officers, the Scholarship Assistants are part of the team within Student Affairs and Financial Assistance (SAFA) that administers the scholarships and awards programs. In conjunction with each other, the Scholarship Assistants provide administrative support for the undergraduate scholarships and awards programs and secretarial support to the Senate Committee on Awards. This includes: processing scholarship and awards applications; collecting scholarships and awards materials; accessing the UVic Banner system on a daily basis in accordance with the scholarship and awards regulations and guidelines to enter scholarships and awards data, confirm registration and course load etc.; clerical accounting duties; and, providing scholarships and awards programs information to prospective applicants, their parents, counsellors, UVic students, faculty and staff regarding all aspects of the undergraduate scholarship program regulations, procedures and eligibility requirements including the complex external Canada Interuniversity Sport Scholarship regulations.

The Scholarship Assistant supports the Entrance Scholarship Officer in administering the undergraduate entrance and transfer scholarship programs for both domestic and international students. These two programs offer over 4,500 scholarships with a value of over $12 million to students each year. The Entrance Scholarship program primarily runs between January 01st and May 31st and during the month of August when final marks come in.

The Scholarship Assistant also supports the In-course Scholarship Officer in administering the undergraduate in-course scholarship and the athletic awards programs for current students. These programs oversee approximately 750 non-renewable scholarships and awards to over 1400 students with each scholarship and award having its own specific terms of reference, as well, approximately 400 renewals of excellence scholarships are awarded each year. These programs are accountable for a budget of over $4.5 million dollars per year. The in-course scholarship and awards programs’ busiest times of the year are between April 1st to September 30th and during the month of January. The Athletic Award program has busy periods during the following months, May, December and January. However, awards are given out throughout the year.

Scholarship Assistants work as part of a team to ensure continuity of excellent service in a busy environment with the goal of positively contributing to a student's learning and success.

Regular hours for this position are Monday to Friday, 8:30 to 4:30pm. A modified work week may be available.

Job Requirements

Excellent interpersonal, communication, and clerical skills
Are required to relate effectively within a team environment, as well as the University community and external contacts
Good spoken and written communication skills


Be able to problem solve by using sound judgment and
Work independently with limited supervision
Able to determine when a problem needs to be taken to a higher authority
Tact and diplomacy regarding sensitive and/or confidential matters
Be able to follow the FOIPPA guidelines
Ability to handle detailed information, accurate mathematical calculations, and enter data with a high degree of accuracy
Ability to prioritize and perform detailed work accurately in a fast paced environment with constant interruptions and strict deadlines

Specialized Knowledge/Education:
Knowledge of University systems such as Banner and FAST Financial are an asset.
Knowledge of Microsoft Office Suite; Banner Student System; Banner Extender; PC (Thin Client); Fast Financial; Cascade web maintenance; Adobe Pro are an asset.

Experience: Office or business administration

At least two years minimum experience in office administration or equivalent combinations of training, education and/or experience may be considered, preference will be given to applicants who have business training or certification
Experience answering general and complex inquiries by applying knowledge of existing policies or procedures.
Knowledge of the post-secondary organization, roles, policies and systems of central and academic units of the University are an asset

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:

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 Any personal information provided will be maintained in confidence.
Additional Information
OREG-2014-JD-ScholarshipAsst PB7