Admin & HR | Assistant to the Associate Dean - 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.
Under the direction of the Coordinator, Frontline Advising, the Assistant to the Associate Dean, Academic Advising provides senior-level administrative and operational support to the Associate Dean, Academic Advising. The position supports advising and academic decision-making processes related to the Associate Dean’s portfolio, liaises with students, faculty, and staff across the university, and ensures the accurate and timely administration of student records, documentation, and approvals. The role also contributes to frontline advising operations during peak service periods and participates as a collaborative member of the Academic Advising Centre team.
Occasional evening or weekend work may be required due to the nature of the portfolio.
Experience:
This position requires a level of education, training, and experience equivalent to a minimum of three (3) years of recent experience in a comparable administrative role, preferably within a post-secondary or institutional environment. An equivalent combination of education, training, and experience may be considered.
Knowledge, Skills, and Abilities:
- Demonstrated commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Strong organizational, time management, and administrative skills, with attention to detail and accuracy.
- Ability to exercise judgment, problem-solve, and make decisions within established guidelines and delegated authority.
- Ability to interpret and apply policies, procedures, and academic regulations.
- Effective communication skills, with the ability to tailor communication for diverse audiences.
- Experience handling confidential and sensitive information with discretion.
- Ability to manage competing priorities, work under pressure, and adapt to frequent interruptions.
- Strong interpersonal skills and a student-centred approach, including the ability to remain calm and professional in emotionally sensitive situations.
- Proficiency with office and enterprise software applications (e.g., Microsoft Office, databases, document management systems).
Specialized Knowledge / Education:
- Secondary school graduation or equivalent.
- Some post-secondary coursework in office administration, business administration, or a related field, is an asset.
- Experience with student information systems and academic advising or registrar-related processes is an asset, as is familiarity with academic regulations and calendar requirements.
