Programs Assistant

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.

*This position is eligible for a Hybrid Work Arrangement*

The University is closed from December 25 to January 1, 2025. For questions about this opportunity during this time, please contact Silvia Dulc at dpaadmin@uvic.ca.

The School of Public Administration is an interdisciplinary unit that contributes to the development of effective societal actors who have a positive impact on government, communities, and the environment by demonstrating values of democracy, engaged and courageous scholarship, sustainability, and inclusivity. The School offers multiple undergraduate and graduate programs, delivered on campus and online, each centered on offering transformative learning opportunities to its students. We are committed to providing excellent service to the diversity of groups we serve.

The Programs Assistant (PA) works closely with the graduate and undergraduate advisors to provide essential student and administrative support for all aspects of the programs within the School. The PA also provides extensive advice and support for the delivery of online courses. Primary responsibilities involve (a) working collaboratively with advisers and other staff within the unit and across campus to attend appropriately to student-related matters; and (b) supporting the delivery of courses through preparing course materials for delivery online, on campus, or a combination of the two.

The PA handles complex administrative processes, procedures, schedules, and logistics, and provides recommendations based on experience. Extensive knowledge of University procedures, processes, and systems is required, as well as a high level of accuracy. Effective prioritization of a complex workload, accuracy, and efficiency despite frequent interruptions, are essential for success. This position reports to the Academic Administrative Officer and receives formal supervision and guidance to determine priorities and meet objectives to achieve agreed-upon goals.

Experience:
Must have a minimum of three (3) years of experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training, and experience.

Preference will be given to applicants with:

• Knowledge of University systems (e.g., FAST, Banner, FMIS, Cascade, AIRS, CAPP), policies, and procedures
• Knowledge of technologies used in educational settings, such as Camtasia, Snagit, Brightspace, Echo 360, Cascade, or other systems

Knowledge/Skills/Abilities:

• Excellent analytical, critical thinking, problem identification, and problem-solving skills
• Ability to interpret complex University, faculty, and program regulations and policies
• Excellent verbal and written communication skills
• Ability to provide excellent support services when responding to enquiries
• Ability to cultivate positive relationships with members of a variety of internal and external community contacts. Interactions may be complex and occasionally difficult in nature
• Excellent administrative and organizational skills, including the ability to manage multiple priorities with a high degree of accuracy and attention to detail within deadlines and in spite of frequent interruptions
• Demonstrated good judgment and discretion
• Uses initiative to acquire new information and accomplish required tasks
• Accepts and provides feedback to colleagues to improve departmental and faculty-wide processes
• Ability to develop fluency and maintain currency with processes and rules related to student administration as well as technological changes
• Demonstrated ability to work independently as well as part of a team
• Advanced proficiency with computer applications (i.e., MS 365, Adobe Creative Cloud, content management systems, learning management systems, etc.)

Education:
Secondary school graduation or equivalent. Some post-secondary education would be considered an asset.