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University of Victoria

Graduate Program Clerk

Victoria, BC, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 26, 2026
Posting language: English
Posted: Oct 27, 2026

Original job description

The Office of the Registrar provides support services to students, parents, faculty, staff, external agencies and the educational community in matters ranging from admission to graduation and beyond.

The Graduate Program Clerk is part of Graduate Admissions and Records, a unit within the Office of the Registrar, and is responsible for working with other clerks in the Graduate Admissions and Records office to provide service excellence. The Graduate Program Clerks process applications for admission to the Faculty of Graduate Studies, evaluate the academic qualifications of an applicant to determine if minimum eligibility requirements are met, review and prepare student files in advance of convocation, advise and respond to inquiries from students, faculty and staff regarding Faculty of Graduate Studies polies and procedures, admission processes, fee discrepancies, records and registration and perform other duties similar in scope and complexity.

The Graduate Admissions and Records Office deals with a very high volume of applications and inquiries and a wide variety of student needs.

Skills

Attention to detail to ensure accuracy of records;
Concentration and organizational skills;
Excellent interpersonal and communication skills;
Flexability to work in a high volume environment, adapt to changing priorities, fluctuating tasks and pace in response to operational needs;
Ability to effectively navigate frequent interruptions without compromising accuracy or attention to detail;
Ability to troubleshoot and identify problems with reference to OREG and Faculty of Graduate Studies regulations;
Ability to meet strict deadlines and work effectively in a team environment;
Ability to handle a high volume of incoming requests in accordance with OREG service standards;
Ability to perform required mathematical calculations accurately and quickly.

Specialized Knowledge/Education

Knowledge of complex records systems. Preference given to knowledge of Banner, FAST or similar;
Knowledge of FOIPOP regulations;
Extensive knowledge of University policies and procedures relating to admissions and academic programs at the Graduate level.

Experience

A minimum of two years' experience in a post-secondary institution or equivalent administrative office is required; experience must include navigating detailed process and procedure, providing a high level of customer service and dealing with private and confidential information. Mathmatical skills are subject to testing.

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More about this job

Responsibilities

Process graduate admission applications, assess applicants’ academic qualifications against minimum eligibility requirements, and prepare student files for convocation. Respond to inquiries about graduate policies and procedures, admissions, fees, records, and registration while providing accurate service in a high-volume environment.

Requirements

At least two years of experience in a post-secondary institution or equivalent administrative office is required, including detailed process work, customer service, and handling confidential information. The role requires strong organizational, communication, accuracy, and mathematical skills; knowledge of complex records systems, FOIPOP regulations, and graduate-level university policies is relevant, with Banner or FAST knowledge preferred.

Skills

Attention To Detail
Accuracy
Concentration
Organization
Interpersonal Communication
Customer Service
Adaptability
Troubleshooting
Deadline Management
Teamwork
Records Management
Mathematical Calculations
Confidential Information Handling
Admissions Processing

Visa sponsorship

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Keywords

Graduate Admissions
Graduate Records
Application Processing
Academic Qualifications
Eligibility Requirements
Student Files
Convocation
University Policies
Admissions Processes
Fee Discrepancies
Registration
Records Systems
Banner
FAST
FOIPOP Regulations
Customer Service
Confidential Information
Mathematical Calculations
High-Volume Environment
OREG

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