Admin & HR | Scheduling Clerk - 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 Modified Work Schedule*
Student Support Services (SSS) is a unit within the Office of the Registrar and Enrolment Management (OREM) which provides services to prospective, current, and former students, as well as to faculty and staff of the University. As part of the Division of Student Affairs, the unit is committed to being a partner in supporting student success and providing service excellence. SSS staff work as a team to ensure a high level of service within a busy environment with tight deadlines driven primarily by Calendar deadlines.
The Scheduling Clerk is part of a team responsible for producing two academic course timetables and three examination timetables annually; coordinating the preparation, production, distribution and storage of final examinations; and booking classroom and seminar space for ratified student groups, faculty and staff in accordance with established University booking policies. The Scheduling Clerk ensures the timetable is free of conflicts, facilitates the rooming process, and prepares and distributes timetables for publication. The Scheduling Clerk schedules and coordinates deferred and supplemental examinations as required; maintains secure exam storage and coordinates the examination viewing process; and responds to faculty and student inquiries regarding examinations, procedures, and academic concessions. The Scheduling Clerk also works with other OREM staff to test and verify data transfers between the scheduling software and the student information system (SIS).
Experience:
This position requires a minimum 3 years’ experience working within a postsecondary institution or a comparable high-volume, customer-service oriented office environment with a focus on scheduling and/or events.
Related work experience should include:
- Strong working knowledge of Microsoft Word, Excel, Outlook, Sharepoint, and Teams
- Knowledge of University of Victoria campus and policies, procedures
- Demonstrated proficiency with scheduling database programs; familiarity with and experience using Infosilem Campus, Suite, and Administration considered an asset
- Experience with Student Information Systems; experience with SIS used at the University of Victoria, (e.g., Banner, Viewcat, and FAST) considered an asset
- Knowledge of Freedom of Information and Protection of Privacy (FOIPP) regulations
Preference will be given to applicants with:
- Experience dealing with conflict and defusing difficult situations
- Experience with large and complex administrative software applications and related databases
Knowledge/Skills/Abilities:
- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment
- Ability to interpret, apply and enforce policies and procedures
- Ability to work effectively and prioritize tasks while meeting strict deadlines under pressure of high volume and constantly changing priorities
- Ability to input data and handle detailed information and instructions with a high degree of accuracy while managing frequent interruptions
- Well-developed organizational, attention to detail, analytical, and creative problem-solving skills
- Excellent verbal and written communication skills to deal effectively with a wide variety of clientele and with all levels of staff
- Ability to use word processing, spreadsheets, e-mail, administrative software applications and other related software to a high degree of accuracy
