Hiring for Registration Administrative Assistant Job at Victoria Full Time

UVic Science Venture is a STEM (Science, Technology, Engineering and Math) outreach program that engages over 19,000 k-12 youth across Vancouver Island. Programs include camps, clubs, workshops, events and teacher training delivered by a team of 30+ undergraduate students. Supported through the Faculties of Engineering, Science, and Education, Science Venture is a leader in delivering innovative, relevant and accessible STEM program to BC youth .

Under the direction of the Science Venture Director and working closely with the Manager of Programs, this position provides direct administrative support to the Science Venture program and administrative team. The Registration Administrative Assistant provides front line customer service to Science Venture customers and participants, supports program administration, and maintains financial activities and records. This position is a key part of the Science Venture team and is expected to provide excellent support to internal and external stakeholders, to demonstrate effective administrative skills and a willingness to help ensure Science Venture goals are reached or exceeded.

While the Registration Administrative Assistant’s primary responsibilities will be supporting program registration, the role may be required to support other duties. Science Venture programs take place at UVic and in the community, and operates during the day, evenings and weekends. The Registration Administrative Assistant will be expected to work business hours Monday to Friday with occasional evening or weekend work as required by the Director. The majority of programs take place in the spring and summer months.

Experience:

A minimum of three (3) years of experience working within a post-secondary institution, youth program or a comparable office environment.

Experience must include:

• Providing customer service
• Retail sales, handling cash and payments
• General office administration
• Effectively navigating and using a variety of retail and office-related equipment, software and programs (point of sale, MS office, databases, spreadsheets, etc)

Preference may be given for experience in:

• Working with and guiding students and/or volunteers
• Camp management/registration software, and/or
• Using large, complex systems (e.g. FAST, FAMIS or equivalents)
• University of Victoria campus, policies, and procedures

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

Knowledge/Skills/Abilities:

• Ability to consistently deliver a high level of customer service and communicate professionally in challenging or stressful situations
• Strong interpersonal, verbal and written communication skills
• Awareness of and sensitivity to diverse cultures
• Ability to maintain confidentiality
• Strong organizational and time management skills with attention to detail
• An ability to work both independently and as part of a team
• Experience in effectively maintaining the confidentiality of highly personal and sensitive information
• Flexible in adapting to changing work priorities and able to work in an environment with constant interruptions
• Advanced proficiency with computer applications (i.e. Excel, Word and PowerPoint)
• Knowledge of University of Victoria campus, policies, and procedures is considered an asset
• Knowledge of office administration best practices(financial administration/ bookkeeping, purchasing, related policies/procedures, etc)
• Knowledge of summer camp or youth programs

Specialized Knowledge/Education:

Secondary school graduation or equivalent.

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

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact: [email protected] 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 COVID-19 vaccination status. Your declaration is confidential and will be securely stored. If you declare that you are not fully vaccinated or choose not to disclose your vaccination status, you must participate in weekly rapid testing.