Program Assistant Jobs in Victoria, BC (NOW HIRING)

The Mathematics and Statistics Department is within the Faculty of Science and is comprised of approximately 35 faculty and staff. The Department provides instruction to approximately 12,000 students annually at the undergraduate and graduate level. The department has a strong research program in the areas of Applied Mathematics, Discrete Mathematics, Pure Mathematics and Statistics.

Under the supervision of the Assistant to the Chair, the Graduate Program Assistant for the Department of Mathematics and Statistics provides graduate program administrative assistance to prospective and current graduate students. Working closely with the department Graduate Advisor, Faculty of Graduate Studies, and Graduate Admissions and Records Office, the position handles all inquiries and work related to individual students and their respective graduate program. This includes but is not limited to: establishing and maintaining graduate student files, lists, reports, and spreadsheets; monitoring and processing graduate admission applications and decisions; advising current and prospective graduate students on issues related to admission/program requirements, registration/coursework, Teaching and Research assistantships, funding; oversees graduate student funding budget; advising on departmental and university regulations; tracking and scheduling candidacy and oral defense exams; monitoring graduate students' progress (admission, grades, registration, exams, oral defenses, and convocation).

This position also provides administrative assistance and back-up support to the Assistant to the Chair and Receptionist during periodic absences and/or peak times of high student traffic.Experience: Must have a minimum of two (2) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience. Related work experience should include: Using databases and spreadsheets Experience with planning and communications Preference will be given to applicants with: Experience with UVic information systems Experience with computerized student record information systems such as AIRS, BANNER and FAST. Familiarity with Undergraduate and Graduate University procedures

Knowledge, skills, and abilities Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies. Strong writing and editing skills. Experience in effectively maintaining the confidentiality of highly personal and sensitive information.

Ability to work quickly and accurately with frequent interruptions. Ability to prepare reports and manage databases. Ability to manage multiple tasks simultaneously.

Ability to maintain confidentiality. Proficiency with computer applications (i.e. MS-Office Suite, Adobe Create Suite, content management systems, MS Teams, Zoom etc.)

Specialized knowledge/education Secondary school graduation or equivalent.Experience: Must have a minimum of two (2) years of recent experience in a similar position, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience. Related work experience should include: Using databases and spreadsheets Experience with planning and communications Preference will be given to applicants with: Experience with UVic information systems Experience with computerized student record information systems such as AIRS, BANNER and FAST. Familiarity with Undergraduate and Graduate University procedures

Knowledge, skills, and abilities Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies. Strong writing and editing skills. Experience in effectively maintaining the confidentiality of highly personal and sensitive information.

Ability to work quickly and accurately with frequent interruptions. Ability to prepare reports and manage databases. Ability to manage multiple tasks simultaneously.

Ability to maintain confidentiality. Proficiency with computer applications (i.e. MS-Office Suite, Adobe Create Suite, content management systems, MS Teams, Zoom etc.)

Specialized knowledge/education Secondary school graduation or equivalent.