Administrative Coordinator

Job title: Administrative Coordinator

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Job Details

Administrative Coordinator – (991059)

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Organizational Unit

University of Victoria -> Student Affairs -> Office of the Registrar

Posting Close Date

3 April 2022

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$56,424.00 – $74,049.00

Additional Posting Information

N/A

Salary posted reflects full FTE (will be prorated for part time)

Classification

SG8

Start Date

4/15/2022

End Date

11/15/2022

Employee Group:

PEA – Term

# of Hires Needed

1

Category

Administrative and Support Services

About this Opportunity

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, Athletics and Recreation, Campus Services, Student Services.

In working to achieve this vision, the Office of the Registrar (OREG) places students at the centre of operations and supports students to achieve their academic and life goals. Individual connections with OREG 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 OREG appear at every point in the student life cycle, beginning with recruitment and admissions, all the way through to convocation. Members of the OREG 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 OREG 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 OREG and the services offered.

The salary range for this position is:

Recruitment range: $56,424- $63,505 starting salary determined by the PEA .

Performance range: starting salary to max of $74,049 is available through annual performance increases.

Job Summary

The is the go-to department when it comes to program, admission and financial information for undergraduate students, graduate students and academic units.

Reporting to the Director of Undergraduate Records and Graduation Services, the Administrative Coordinator is responsible for the centralized production and distribution of graduation documentation (including parchments) and for the unit’s range of day-to-day administrative activities from re-admission to graduation. The Coordinator ensures that the unit is operating under effective business processes and monitors, makes recommendations, and supports the implementation of initiatives to improve the unit’s services.

The Coordinator works in close collaboration with positions across OREG and with departments across campus including the University Secretary’s Office, Continuing Studies, Ceremonies & Events, Tuition Fees, Student Awards & Financial Aid, Campus Security, Academic Departments, Development, Graphic Services and Printing Services and University Systems and with partner institutions and other external clients as required.

Job Requirements

The successful candidate will have a Bachelor’s degree and 2 years related experience in a complex computerized student records system. Skills to include:

• Superior organizational and time management skills while managing a heavy workload that requires flexibility to respond to operational demands.
• Ability to work independently and effectively in a high-profile and sensitive area; and to work with tact, diplomacy and maintain highest level of confidentiality at all times.
• Ability to remain calm and provide directions for others in highly stressful situations.
• Strong interpersonal and communications skills for dealing with students, faculty, staff and the general public.
• Attention to detail required for editing and assurance of accuracy.
• Ability to conduct surveys, analyze, synthesize and present survey results.

Specialized knowledge/education includes experience with:

• Advanced computer skills and proficiency in the use of Banner, FAST, ConvRoll, Convocation System, Program & Parchment System, Word, Excel, Adobe Acrobat, and SharePoint.
• Thorough knowledge of regulations, processes and procedures within Undergraduate Records and Graduation Services and the Office of the Registrar; and of UVic graduation and convocation processes, including an understanding of event planning and protocol, and the roles of the Ceremonies and Events office and the Office of the University Secretary.

Equivalent combinations of education, training and/or experience may be considered.

Equity and Diversity Statement

UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of

Read our full equity statement here:

Accessibility Statement

If you anticipate needing accommodations for any part of the application and hiring process contact: Any personal information provided will be maintained in confidence.

COVID 19 On-Campus Requirements

The University of Victoria requires all students, staff and faculty coming to campus to declare their

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