Graduate Program Assistant

University of Victoria - Victoria, BC (30+ days ago)

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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

The Graduate Program Assistant acts as administrative and program support for the the delivery of the graduates programs by providing assistance and information regarding UVic policies and procedures to students currently enrolled in the program; liaising regularly with the Graduate Admissions and Records Office (GARO), the Faculty of Graduate Studies (FGS) and other departments on campus; assisting with class scheduling; creating courses on the Learning Management System (CourseSpaces); and, compiling course experience survey reports.

The Graduate Program Assistant is involved in the program recruitment and admission process by responding to information requests from potential applicants; entering and updating information relating to potential applicants in a CRM database; communicating with applicants regarding their application status; pre-screening and assessing applicants for the admissions committees, preparing offer letters and tracking the acceptance status of offers.

The Graduate Program Assistant provides program support for the preparation and delivery of graduate programs from creating course sites on the Learning Management System to conducting program and course evaluations. In addition, the position is responsible for a variety of general administrative duties including reconciling accounts, drafting correspondence, scheduling meetings, taking minutes, booking rooms, responding to phone, email and in person enquiries and other duties similar in scope and complexity as assigned.

Job Requirements

Advanced secretarial and administrative skills
Strong interpersonal, verbal and written communication skills
Awareness of and sensitivity to diverse cultures
Ability to maintain confidentiality
Strong work ethic and service excellence values
Strong organizational and time management skills with advanced attention to detail
Ability to exercise independent judgment within the parameters of the responsibilities of the office
High level of self-direction, with an ability to work both independently and as part of a team
Demonstrated ability to learn, interpret and explain relevant policies and procedures from multiple sources
Flexible in adapting to changing work priorities and able to work in an environment with constant interruptions
Ability to work under pressure, processing a large volume of work and adhering to multiple deadlines

Specialized Knowledge/Education:
Knowledge or office and business administration and relevant best practices
Advanced calendaring, word processing, database, spreadsheet skills; advanced knowledge of MS Office applications (Outlook, Word, Excel, Powerpoint, SharePoint)
Advanced writing, proof reading and editing knowledge

A minimum of two years in an administrative position preferably in a post-secondary academic environment
Working experience with Microsoft Office and Microsoft Windows platforms, Student Information Systems such as Banner and FAST, as well as online information systems such as the UVic website and My page is considered an asset
Knowledge of university graduate program policies and procedures would be 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
991949 993409 997606-BUSI-2018-RST FOR JD-Graduate Program Assistant-PB7 a