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University of Victoria

Undergraduate Advising and Program Assistant

Victoria, BC, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Nov 26, 2026
Experience: This position requires a level of education, training, and experience equivalent to 3 years’ experience working within a comparable environment.
Posting language: English
Posted: Oct 27, 2026

Original job description

Reporting to the Administrative Officer, this position provides administrative support to the School of Child and Youth Care undergraduate programs, which includes advising and admissions administration, support to the Adviser, program and office administration, responding to inquiries, maintaining databases, producing statistical spreadsheets, preparing correspondence and other tasks to support the physical infrastructure of the school.

Experience

This position requires a level of education, training, and experience equivalent to 3 years’ experience working within a comparable environment.

Knowledge, Skills, And Abilities

Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
A genuine interest in the student experience.
Advanced proficiency with computer applications (i.e., MS-Office Suite, Adobe Create Suite, content management systems).
Ability to prioritize and manage time and tasks with attention to detail.
Ability to problem solve by using judgement, independent thinking and/or analysis.
Ability to exercise tact and diplomacy in stressful situations.
Ability to work independently within a team environment with frequent interruptions, and minimal supervision.
Flexibility and adaptability with procedural and technical change.
Ability to contribute to a community-building team environment.
Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.

Specialized knowledge/education

Secondary school diploma or equivalent.
Experience with UVic systems including BANNER, FMIS, ARES, AIRS, FAST, Cascade, Brightspace is preferred.
Experience with UVic Advising systems is preferred.
Familiarity with post-secondary professional schools is preferred.
Knowledge and understanding of the Academic Calendar and BC Freedom of Information and Protection of Privacy Act as it relates to student records.

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More about this job

Responsibilities

Provide administrative support for undergraduate programs, including advising and admissions administration, and support the Adviser and the school’s office operations. Respond to inquiries, maintain databases, prepare statistical spreadsheets and correspondence, and assist with the school’s physical infrastructure.

Requirements

Requires a secondary school diploma or equivalent and experience equivalent to three years in a comparable environment. Candidates should have advanced computer application skills, strong organizational and communication abilities, and a commitment to an inclusive student experience; familiarity with UVic systems, advising systems, post-secondary professional schools, the Academic Calendar, and BC privacy legislation is preferred or relevant.

Skills

Student Advising
Admissions Administration
Program Administration
Office Administration
Database Management
Statistical Reporting
Microsoft Office
Adobe Creative Suite
Content Management Systems
Time Management
Attention to Detail
Problem-Solving
Judgment
Tact and Diplomacy
Cross-Cultural Communication
Teamwork

Visa sponsorship

Not detected in the job text

Keywords

Undergraduate Programs
Student Advising
Admissions Administration
Program Administration
Office Administration
Database Management
Statistical Spreadsheets
Correspondence
Microsoft Office Suite
Adobe Creative Suite
Content Management Systems
BANNER
FMIS
ARES
AIRS
FAST
Cascade
Brightspace
UVic Advising Systems
Academic Calendar
BC Freedom of Information and Protection of Privacy Act
Student Records
Inclusive Environment
Post-Secondary Education

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