Admin & HR | Curriculum and Calendar Assistant - FT
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 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.
*This position is eligible for a Remote Work Arrangement. Details to be reviewed at time of interview.*
The Curriculum and Calendar Assistant reports to the Coordinator, Curriculum and Calendar and supports both the Coordinator and the Director, Curriculum and Calendar in the management of the centralized curriculum submission and evaluation process, leading up to and including the review and approval by the Senate Committee on Curriculum (SCC), Senate Committee on Planning (SCP), Senate Committee on Academic Standards (SCAS), Senate, Board of Governors (BOG), and the Ministry of Post-Secondary Education and Future Skills as required.
The Curriculum and Calendar Assistant provides support to the Office of the Registrar and Enrolment Management (OREM) and the campus community by coordinating and leading training sessions for the curriculum management system in addition to providing direct user support to academic and administrative units, including Directors, Chairs, and Associate Deans. The Curriculum and Calendar Assistant may produce a variety of reports as required and is directly responsible for provisioning access to all users of the curriculum management system.
The position is responsible for supporting other key initiatives such as the management of high volumes of complex curriculum proposals and editorial changes over three cycles and within fixed deadlines with restricted turnaround times, from the preparation and approval processes through to the incorporation into the university undergraduate and graduate calendars. The position works with the Coordinator, Director, and external units to review curriculum changes in the calendar application. The position is responsible for maintaining and managing key digital resources such as the SharePoint site. The Assistant also coordinates a variety of reports for use by units across campus and participates in the detailed review, update, preparation, tracking and maintenance of data, to ensure integrity of curriculum submissions and associated university calendars.
Experience:
Must have a minimum of two (2) 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:
- Experience developing and leading training sessions and/or providing guidance to end users (with varying levels of technical skill) of complex systems.
- Strong working knowledge of Microsoft Word, Excel, Outlook, SharePoint, and Teams.
- Experience using administration system software.
Preference will be given to applicants with:
- Experience using systems with workflows.
- Recent curriculum review and calendar production experience within a Registrar’s Office.
- Recent experience facilitating/coordinating training sessions and initiatives.
- Experience creating procedural and/or training documentation.
- Knowledge of curriculum management software, student information systems, and degree audit systems.
- Knowledge of University of Victoria campus and policies, procedures.
- Knowledge of academic calendar production best practices.
- Knowledge of the student information systems and degree audit systems.
Knowledge/Skills/Abilities:
- Knowledge of post-secondary organization, structure, governance, and academic regulations and processes; familiarity with programs as well as degree structures offered by the university.
- Excellent analytical, critical thinking and problem-solving skills.
- Strong communication skills, both written and verbal.
- Ability to build and maintain productive working relationships with all campus partners.
- Ability to work effectively and respectfully, both independently and collaborate within a team environment to attain desired work outcomes.
- Proven track record meeting deadlines and producing deliverables of a high quality.
- Ability to work effectively with a diverse population and with all levels of university personnel.
- Demonstrated administrative and organizational skills.
- Ability to learn new software and technologies across various platforms and databases, enhancing efficiency and service provision.
- Demonstrated ability to quickly learn, and appropriately apply complex policies and processes.
- Ability to input data with a high degree of accuracy while managing frequent interruptions.
- Ability to troubleshoot technical issues that may arise, resolve issues by referring to support documentation and problem solve independently using available resources or by researching solutions.
- Ability to work under pressure, prioritizing and managing multiple time-sensitive tasks, projects, and unexpected situations successfully in a demanding and deadline-driven environment.
- Ability to consistently deliver a high level of customer service and communicate professionally and congenially in challenging or stressful situations.
Specialized Knowledge/Education:
- Post-secondary diploma or certificate in a related field. An equivalent combination of education, training and experience may be considered.
- Training or equivalent experience in dealing with conflict and defusing difficult situations considered an asset.
- An equivalent combination of education, training and experience may be considered.
