Assistant to the Associate Dean – University of Victoria

Job Title: Assistant to the Associate Dean

Location: Sedgewick, AB

Job Description: attacks. In order to do so, you must have JavaScript enabled in your web browser otherwise this site will fail to work correctly for you. See details of your web browser for how to enable JavaScript.Attention Safari users: This site requires cookies to function. Please click to accept the cookie. Cookies will be used strictly for the functioning of the site.Toggle navigationJob DetailsAssistant to the Associate Dean – (997995.2)Share this job as a link in your status update to LinkedIn.Organizational UnitUniversity of Victoria -> Student Affairs -> Office of the Registrar and Enrolment ManagementLocationUniversity of Victoria – Victoria, BC V8W 2Y2 CA (Primary)Posting Close Date8 December 2024Please note that positions will close at 4 p.m. on the closing date.FTE1.0Salary Grade$4,551.00 – $4,720.00Additional Posting Information:N/ASalary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable.ClassificationPB8Hours of WorkMonday to Friday, 8:30 am to 4:30 pmEmployee Group:CUPE 951 – Regular# of Hires Needed2CategoryOtherAbout 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.The Academic Advising Centre helps undergraduate students in the Faculties of Humanities, Science and Social Sciences at the university navigate and ensure that their graduation requirements are complete, whether they are newly admitted, first year or current undergraduates.*This posting is for two positions – 997995 and 992378*Job SummaryUnder the direction of the Coordinator, Frontline Advising, the Assistant to the Associate Dean, Academic Advising, works closely with the Associate Dean, Director, Academic Advisers, Academic Unit Advisers, Records Services and Student Support and Transfer Services and faculty to provide administrative support for advising processes related to the Associate Dean’s portfolio.The Assistant provides calendaring and day-to-day scheduling for the Associate Dean; liases and coordinates with internal and external constituents at all levels (including faculty, students, staff and counselling and medical professionals)Provides administrative support for documentation (including Letters of Permission [LoP], Grade Changes, Pro Formas, Requests for Academic Concession, Late Adds and Course Overloads, Academic Integrity violations); processes fee payments; coordinates projects as required by the Associate Dean.The Assistant also supports frontline advising services by providing day-to-day guidance on the Associate Dean portfolio for Fronline Advisers and coverage for the front counter during high-volume or short-staffed periods.As a member of the team the Assistant participates in programs, initiatives and events hosted by the Centre, Student Affairs and/or the university that support students in these faculties.As a result of the nature of the duties and responsibilities of this position, occasional evening and weekend work may be required.Job RequirementsSkills:

• Strong interpersonal, verbal and written communication skills.
• Awareness of and sensitivity to diversity in the student body.
• Ability to maintain confidentiality.
• Strong organizational and time management skills with advanced attention to detail.
• Ability to exercise independent judgment and decision-making within the parameters of the responsibilities of the office and the work of the Associate Dean.
• High level of self-direction, with an ability to work both independently and as part of a team, with the capability to back up in other areas of responsibility as necessary
• 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 and protocols.
• Strong student-centred approach to work and experience supporting individuals, including students, faculty and staff, in emotional situations while remaining calm and professional.
• Ability to assess risk and troubleshoot solutions.
• Full range of office administration best practices (calendaring, word processing, spreadsheet skills, operations, accounting, policies/procedures, etc).

Specialized Knowledge/Education:Secondary school graduation or equivalent.
Some post secondary coursework in office or business administration preferred.Experience:Must have a minimum of three (3) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience.Related work experience should include:

• Supporting students in academic program or setting;
• Providing administrative services to senior staff and office;
• Handling personal, confidential and highly sensitive information; and,
• Extensive experience effectively navigating and using a variety of office equipment, software and programs including (SharePoint/Connect, MS office, Adobe Acrobat, databases, spreadsheets, etc).

Preference will be given to applicants with:

• Experience in Academic Advising, and/or Office of the Registrar
• Professional development workshops or training related to trauma informed practice, sexualized violence, mental health, Indigenous Cultural Acumen, intercultural training, etc.
• In-depth understanding of the Academic Calendar Regulations, intentions behind them and how they are applied in the Associate Dean portfolio.
• Experience with Student information systems in a higher education setting (e.g. BANNER INB & SSB, Transfer Credit System, Declare Me Portal, Enterprise Systems and FAST)

Territory Acknowledgement: 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 ofRead our full equity statement here:Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact:

Company Name: University of Victoria

Salary: $4551 – 4720 per month

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