Academic Operations Clerk â Enrolment Services (Bargaining Unit 179)

Saint Mary’s University; Halifax; On-site; CAD 43,000 - 52,000; Full time

Job summary

A leading Canadian university in Halifax is hiring an Academic Operations Clerk to support academic operations and records management. This full-time position involves various tasks including maintaining student records and organizing convocation logistics. Ideal candidates should have a high school diploma, community college certification is preferred, and at least two years of office experience. Competitive salary offered with a comprehensive benefits package.

Benefits

Competitive compensation

Comprehensive benefits package

Defined Contribution Pension plan

Flexible Workplace

Qualifications

• Minimum two years of directly related work experience in an office environment.
• Proficiency with Microsoft Office Suite.
• Strong work ethic and adherence to a respectful workplace.

Responsibilities

• Utilize and maintain electronic student records file management system.
• Update and maintain student records.
• Coordinate logistical aspects of convocation ceremonies.

Skills

Customer service

Organizational skills

Interpersonal skills

Microsoft Office Suite

Office management

Education

High School diploma

Community College certification

Tools

Microsoft Office Suite

Survey software

Banner

Teams

Zoom

Job description

Overview

Discover the opportunity to join Saint Mary’s University as an Academic Operations Clerk within Enrolment Services. We are seeking a dedicated professional to support academic operations, records management, scheduling, and convocation logistics.

Job Information

Date Posted: August 19 2025

Posting Deadline: September 2 2025

Department: Enrolment Services

Type of Employment: Permanent Full-time

Group Affiliation: Bargaining Unit 179 Group 6 ($43410- $51418 annually)

What we offer

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Assistant Registrar - Academic Operations the Academic Operations Clerk will:

• Utilize and help maintain electronic student records file management system.
• Coordinate and work with departments to ensure that records and information are digitized and retained archived or disposed of in accordance with established procedures and records management policies.
• Update and maintain student records; tasks include prerequisite deregistration, manual grade changes, include and exclude grade processing, and entry of Thesis titles for graduate students.
• Assist with ensuring that departmental course and examination requests are complete and follow university regulations and guidelines.
• Provide administrative support with academic scheduling, exams, and course creation process utilizing scheduling (Infosilem) and course (CourseLeaf) software.
• Organize all logistical aspects of convocation ceremonies including preparing and printing programs, parchments, and awards; gown distribution, gowning room and stage setup, and communication with graduates.
• Coordinate processes for recognizing graduate achievements such as ordering medals, printing certificates, and managing the Valedictorian selection process.
• Ensure accurate and organized record-keeping for all convocation-related activities including managing invitations, tracking expenses, and preparing purchase orders and payment request forms.

Experience and Education Requirements

To be the successful Academic Operations Clerk you will have:

• High School diploma plus Community College certification (Administrative Certification or similar preferred).
• Minimum two (2) years of directly related work experience in an office environment.
• Proficiency with survey software as well as proficiency with other computer software such as; Microsoft Office Suite (including PowerPoint, Excel, Word), Banner, Teams, Zoom; ability to quickly learn other software / platforms as required.
• Excellent customer service and interpersonal skills.
• Superior organizational, oral and written communication skills.
• Ability and desire to establish positive relationships with staff, faculty and students from diverse backgrounds.
• High level of personal integrity and professional initiative.
• Strong work ethic and adherence to a respectful workplace.
• Ability to work evenings and / or weekends as required.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on Apply Now and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary’s University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however preference will be given to applicants who self-identify as Black / African Nova Scotians, Indigenous peoples, racialized persons / visible minorities, persons with disabilities, and women. If you require accommodations during the recruitment process please contact Talent Acquisition at emailprotected

About Saint Mary’s University

Saint Mary’s University is one of Canada’s top primarily undergraduate universities known for its international collaborations, leadership in entrepreneurship and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada’s best and feature professors who are committed to the success of their students. Saint Mary’s provides our more than 6,400 students with a place that fosters possibility, excellent research opportunities and distinguished graduate and professional programs, combined with a caring community. Nestled in the heart of Halifax, Nova Scotia on Canada’s east coast, Saint Mary’s University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary’s University community is committed to a prosperous future for the world—a World without limits.

Learn more about working at Saint Mary’s University here and follow us on LinkedIn, Facebook, Twitter and Instagram!

Key Skills

Typing, Data Entry, Hospital Experience, Clerical Experience, Computer Skills, Patient Assessment, Medical Terminology, Front Desk, Transcription, Filing, Order Entry, Word Processing

Employment Type: Full-Time

Experience: years

Vacancy: 1

Yearly Salary: 43410 - 51418