University of Victoria is Looking For Bookings & Exams Assistant at Victoria, BC Full Time

Posting Close Date

15 September 2023

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

FTE

1.0

Salary Grade

$4,180.00 – $4,309.00

Additional Posting Information:
N/A

Salary posted will be pro-rated based on FTE

Classification

PB7

Hours of Work

Monday to Friday, 8:30 am to 4:30 pm

Start Date

9/19/2023

End Date

3/30/2024

Employee Group:
CUPE 951 – Term

# of Hires Needed

2

Category

Administrative and Support Services

About this Opportunity

Two term positions available:
Term 1 – September 19 – March 30, 2024

Term 2 – September 19, 2023 – June 28, 2024

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 and Enrolment Management; Wellness, Recreation and Athletics; Campus Engagement; and Student Development and Success.

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

Job Summary

ing to the Coordinator, Space Bookings and Events,, the Bookings & Exams Assistant supports both the Room Bookings and the Examinations portfolios. The Bookings & Exams Assistant is responsible for booking classroom and seminar space for student groups, faculty, and staff, and books space for and provides events support to community groups in the absence of the Coordinator. The Bookings & Exams Assistant provides assistance to the Examinations Clerk in creating three examination timetables annually, and prepares, produces, distributes, and stores final examinations. The Bookings & Exams Assistant responds to inquiries from students, faculty, staff, and members of the community regarding both space bookings and examinations.

Job Requirements

Experience:
Minimum 3 years’ experience working within a post-secondary institution or a comparable office environment.

Related work experience should include:
Experience using a range of standard office equipment and software, including Microsoft Office, Microsoft Teams, and Adobe Acrobat Pro DC

Experience handling sensitive and confidential information while adhering to FOIPP regulations

Demonstrated experience working quickly and accurately on a variety of tasks with frequent interruptions

Demonstrated ability to work well in a team environment that requires collaboration and contribution from many sources

An equivalent combination of education, training and experience may be considered.

Knowledge/Skills/Abilities:
Excellent listening, and written and verbal communications skills; ability to maintain a high level of customer service and communicate congenially in stressful situations

Strong interpersonal skills and ability to work collaboratively with members of the SSS team, other OREM units, and faculty and staff throughout the University

Ability to handle complex and sensitive interactions, exercising initiative, good judgement, tact and empathy when dealing with situations involving students, which may involve emotional or stressful circumstances

Sensitivity to cultural differences and ability to effectively communicate with people of all ages and backgrounds

Ability to work effectively both independently and within a team environment while maintaining a high level of customer service

Ability to work under pressure, processing a large volume of time-sensitive work with a high degree of accuracy and adhering to multiple deadlines with frequent interruptions

Ability to handle varying workloads while meeting specific deadlines during periods of heavy activity

Strong time management, organizational skills and excellent attention to detail

Ability to change task and pace frequently throughout the day according to fluctuating workload demands

Ability to input data and handle sensitive information and instructions with a high degree of accuracy while managing frequent interruptions

Move cartons of paper up to 20kg in weight

Specialized Knowledge/Education:
Post-secondary certificate in a related field. An equivalent combination of education, training and experience may be considered.

Knowledge of databases and student information systems; familiarity with SharePoint and experience using Banner, InfoSilem Enterprise, InfoSilem Suite (Exam), FAMIS, and ViewCat are considered assets

Knowledge of FOIPP regulations

Knowledge of University of Victoria policies, procedures and Calendar are considered an asset

Familiarity with event planning and/or room bookings is considered an asset

Territory acknowledgement

We acknowledge and respect the lək̓ʷəŋən peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W̱SÁNEĆ peoples whose historical relationships with the land continue to this day.

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 groups experiencing barriers to equity.

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: [email protected] Any personal information provided will be maintained in confidence.