Academic Operations Clerk – Enrolment Services (Bargaining Unit 179)

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

Job summary

A top Canadian university in Halifax is seeking an Academic Operations Clerk to support enrolment services. Responsibilities include maintaining student records, assisting with course scheduling, and organizing convocation logistics. Candidates should have strong organizational skills, a high school diploma, and relevant office experience. The position offers a competitive salary and benefits package.

Benefits

Competitive compensation

Comprehensive benefits package

Defined Contribution Pension plan

Flexible Workplace

Holiday closure

Vacation

Employee Transit EPass

Qualifications

• Minimum two years of relevant office experience.
• Proficiency with various software tools required.
• Ability to work evenings and weekends as needed.

Responsibilities

• Maintain electronic student records management system.
• Coordinate archiving and disposing of records as per policy.
• Provide administrative support for scheduling and exams.

Skills

Customer service skills

Interpersonal skills

Organizational skills

Communication skills

Proficiency in Microsoft Office Suite

Education

High School diploma plus Community College certification

Tools

Microsoft Office Suite

Banner

PowerPoint

Excel

Zoom

Teams

Scheduling software (Infosilem)

Course software (CourseLeaf)

Job description

Date Posted: October 15, 2025

Posting Deadline: October 29, 2025

Department: Enrolment Services

Type of Employment: Permanent, Full-time

Group Affiliation: Bargaining Unit 179, Group 6 ($43,410- $51,418 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Academic Operations Clerk to join our Enrolment Services team.

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

• 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, including but are not limited to prerequisite de‑registration, manual grade changes, inclusion and exclusion of 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 communicating 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

The Collective Agreement can be viewed here.

Experience and Education Requirements

• 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 [e-mail].

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!