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Provide information about the School's programs to current and prospective students.
Process graduate and undergraduate applications.
Maintain graduate student files.
Track and schedule candidacy and oral exams.
Assist graduate and undergraduate students with registration issues.
Add and drop students.
Process registration overrides.
Prepare and process various administrative forms
Requirements summary
Minimum three years in an administrative position, preferably in a post-secondary academic environment.
Expertise in MS Office (Excel, Word, Outlook-Exchange) and strong knowledge of electronic file management and shared file systems.
Knowledge of UVic graduate and undergraduate regulations and university systems (BANNER, BANNER Extender, FAST Student, AIRS, CONNECT) considered an asset.
Knowledge of web authoring tools (Cascade) considered an asset.
Knowledge and experience managing social media (e.g., Facebook and Twitter) considered an asset.
Excellent communication skills and ability to explain policies and procedures by phone, in person, and by email.
Excellent time-management and organizational skills to meet deadlines.
Ability to work under pressure, prioritize a large workload, and maintain close attention to detail.
Ability to establish and maintain effective working relationships with faculty, students, staff, Registrar's Office, and Faculty of Graduate Studies
PrioritizationOrganizational skillsAttention to detailTime-managementExcellent communication skillsAbility to work under pressureSocial media managementAbility to establish and maintain effective working relationshipsElectronic file managementAbility to explain policies and proceduresShared file systems managementWeb authoring tools knowledge
Job description
Organizational Unit University of Victoria -> Faculty of Health -> Ex Scie, Phys & Health Ed. Location University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) Posting Close Date 24 June 2026 Please note that positions will close at 4 p.m. on the closing date. FTE 1.0 Salary Grade $4,363.00 - $4,525.00 Additional Posting Information: N/A Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. Classification PB7 Hours of Work Monday to Friday, 8:30 am – 4:30 pm Start Date 7/7/2026 End Date 2/5/2027 Employee Group: CUPE 951 - Term # of Hires Needed 1 Category Administrative and Support Services About this Opportunity The University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement. Job Summary Reporting to the Administrative Officer and working closely with the Graduate Adviser and Undergraduate Advisor, the Program Assistant performs a wide variety of secretarial and administrative duties to support the School of Exercise Science, Physical and Health Education's graduate and undergraduate programs.The School offers 5 Masters programs (MEd Coaching Studies; MA Kinesiology; MSc Kinesiology; MA Leisure Service Admin; MA Physical Education), 1 PhD (Kinesiology); and 2 undergraduate programs (BA Recreation & Health Education; BSc Kinesiology). Duties include, but are not limited to: providing information about the School's programs to current and prospective students; processing graduate and undergraduate applications; maintaining graduate student files; tracking and scheduling candidacy and oral exams; assisting graduate and undergraduate students with registration issues; adding and dropping students; processing registration overrides; and preparing and processing various administrative forms. Job Requirements Skills:
Excellent communication skills, including ability to explain policies and procedures over the phone, in person and by email to students.
Excellent time-management and organizational skills in order to meet deadlines.
Ability to establish and maintain effective working relationships with the School's faculty, students and staff, the Registrar's Office and Faculty of Graduate Studies.
Ability to work under pressure, prioritize a large workload to accomplish multiple tasks while maintaining close attention to detail. Specialized Knowledge/Education:
Expertise in MS Office (Excel, Word, Outlook-Exchange) with a strong knowledge of electronic file management and shared file systems
Knowledge of UVic's Graduate and Undergraduate regulations and University systems (BANNER, BANNER Extender, FAST Student, AIRS, CONNECT) considered an asset
Knowledge of Web authoring tools (Cascade) considered an asset
Knowledge of and experience of managing social media (eg Facebook and Twitter) considered an asset Experience:
A minimum of three years in an administrative position preferably in a post-secondary academic environment. Other assets include demonstrated experience in a university graduate studies and/or undergraduate environment and experience working with UVic graduate and/or undergraduate policies and regulations. Territory Acknowledgement: We acknowledge and respect the Lək̓ʷəŋən (Songhees and Xʷsepsəm/Esquimalt) Peoples on whose territory the university stands, and the Lək̓ʷəŋən and WSÁNEĆ Peoples whose historical relationships with the land continue to this day. Equity Statement: UVic is committed to upholding the values of equity, diversity, inclusion and human rights in our living, learning and work environments. In pursuit of our values, we seek members who are eager to actively participate in that shared responsibility. We actively encourage applications from members of historically and systemically marginalized groups. Read our full equity statement here: www.uvic.ca/equitystatement. Accessibility Statement: If you anticipate needing accommodations for any part of the application and hiring process contact: uviccareers@uvic.ca Any personal information provided will be maintained in confidence. What UVic Offers: To learn more click here
