Undergraduate Records Support Clerk | JK-431

Undergraduate Records Support Clerk | JK-431

10 Nov
University of Victoria

10 Nov

University of Victoria


This is a part-time, term position in the Undergraduate Records Office. Hours will be 0.8 FTE January to May, and 0.6 FTE in June and July, with possibility of casual hours for training in December.

Job Summary

Student Affairs at the University of Victoria helps to transforms students’ lives by supporting and inspiring the highest standards of student learning and success, community engagement and staff development. The Division is comprised of over 30 reporting units in six departments: Athletics and Recreation, Campus Services, Indigenous Affairs, Office of the Registrar, Student Recruitment and Global Engagement, and Student Services.

The comprehensive and integrated range of services we provide make Student Affairs one of the most dynamic and diverse divisions on campus. Together, we support UVic’s vision “to be a university of choice for outstanding students, faculty, and staff from BC, Canada, and around the world.

As part of the larger Division of Student Affairs at the University of Victoria, the Office of the Registrar (OREG) places students at the centre of its operations in the provision of core institutional services and systems. The services offered by OREG include undergraduate and graduate admission, registration, course/exam scheduling, academic records management, curriculum/calendar, scholarships/financial aid and graduation. The Office of the Registrar collaborates closely with academic and administrative partners as well as external stakeholders to provide outstanding service and support to students, parents, faculty and staff.

Undergraduate Records is a unit within the Office of the Registrar (OREG) ) that is committed to being a partner in supporting student success and providing service excellence. Undergraduate Records staff work as a team to ensure a high level of service within a busy environment with tight deadlines driven primarily by Calendar deadlines.

Reporting to the Records Officer, the Undergraduate Records Support Clerk is an important member of the Undergraduate Records team. The Undergraduate Records Support Clerk provides administrative support to UVic undergraduate students and assists the Records Clerk and Records Officer during the selective program evaluation cycle. Responsibilities include processing applications for admission to selective programs and responding to enquiries from students and administrative staff.

Job Requirements


Proven advanced clerical skills in a post-secondary institution or equivalent administrative office setting

Strong customer service background and experience in dealing with highly sensitive, very detailed and confidential issues is essential

Ability to handle a high volume of email and phone correspondence

Highly organized, able to problem solve and manage high volumes of time-sensitive information accurately

Ability to communicate effectively, exercise initiative, good judgement, tact and diplomacy when dealing with students and staff

A dedication to maintaining a high-level of accuracy

Specialized Knowledge/Education:

High School Graduation

Demonstrated knowledge with Microsoft Office and Microsoft Windows platforms

Knowledge of various policies and procedures

Understanding of the Freedom of Information & Protection of Privacy (FOIP) as it relates to student records, as well as the ethical and confidentiality guidelines of the institution


One year advanced clerical office experience

Working experience with Microsoft Office and Microsoft Windows platforms, Student Information Systems such as Banner, as well as online information systems such as the Uvic website and My page is considered an asset

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

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.

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact Belinda Fontes, HR Programs and Project Manager, at [email protected] Any personal information provided will be maintained in confidence.

Additional Information

992457.4-OREG-2017-UPD FOR JD-Undergraduate Records Support Clerk-PB7

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