Student Life Administrative Assistant - #380914

Organizational Unit University of Victoria -> Student Affairs -> Student Services Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)
Posting Close Date 24 April 2024 Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $4,551.00 - $4,720.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification PB8 Hours of Work Monday - Friday; 8:30 am to 4:30 pm Employee Group: CUPE 951 - Regular # of Hires Needed 1 Category Administrative and Support Services About this Opportunity

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

In support of the overall goals of the Office of Student Life (OSL), a unit within the division of Student Affairs, the Administrative Assistant performs a variety of support functions to ensure the OSL meets its strategic initiatives and effectively supports students involved in difficult situations.

Reporting to the Director, the Student Life Administrative Assistant:

• supports student non-academic misconduct investigations;
• supports response to Risk Assessment processes;
• supports the response under the Response to the Death of Student Policy;
• provides administrative support to help coordinate responses to high-risk and high-profile student issues;
• supports the management and administration of the OSL budget;
• provides receptionist responsibilities for the Office of Student Life suite;
• provides front facing first point of contact, within the role of receptionist, for students, staff and faculty seeking immediate support and resources related to critical incidents;
• provide back up support for Program Assistant; and
• helps coordinate office events and other initiatives on behalf of the OSL.

Job Requirements

Skills:

• Superior organizational skills with the ability to manage multiple, competing tasks and triage issues
• Ability to organize competing priorities to meet strict deadlines in a complex environment
• Ability to effectively assess, organize and carry out work processes
• Excellent oral and written communication skills required for working effectively with all levels of the university community, exercising tact, diplomacy, and good judgement
• Excellent judgement and decision-making skills
• Ability to work effectively with various groups and build strategic relationships
• Ability to work effectively both independently and in a team environment, collaborating with a broad range of people to achieve OSL goals and objectives
• Maintain confidentiality in working with students information and files.
• Ability to work effectively with standard office equipment and software
• Ability to maintain a high level of confidentiality and professionalism
• Ability to deal with sensitive issues in a trauma-informed, tactful, diplomatic and compassionate way
• Cultural awareness and sensitivity when dealing with all student populations
• Self-motivated and self-directed with a willingness to take on new responsibilities and adapt, manage and facilitate change

Specialized Knowledge/Education:

• Familiarity with FAST, Banner or other student record management systems
• Advanced level of computer skills using Microsoft Office
• Post-secondary education would be considered an asset
• Administrative and computer application skills required to effective implement and maintain a case management tracking system

Experience:

• 2 or more years experience in an administrative support role, preferably in a post-secondary environment.
• Experience with financial management and budget development
• Experience in handling confidential and sensitive information
• Experience with event planning and organization

Preference will be given to applicants with:

• Experience working directly with a wide range of diverse students in a post-secondary environment
• Experience working directly with individuals impacted by crisis, trauma or critical incidents
• Knowledge of contemporary student health and wellness issues, including the particular needs of students with disabilities, LGBTQ*, graduate, Indigenous and international students is an asset

We acknowledge and respect the Lək̓ʷəŋən (Songhees and 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 and Diversity Statement 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.

Accessibility Statement If you anticipate needing accommodations for any part of the application and hiring process contact: [email protected] Any personal information provided will be maintained in confidence.