Administrative Assistant, Enrolment Services

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

Job summary

Saint Mary's University is seeking an Administrative Assistant for its Enrolment Services team. This permanent, full-time role involves providing essential administrative support, managing communications with stakeholders, and ensuring accurate information dissemination. The ideal candidate will have strong organizational and communication skills, as well as proficiency in Microsoft Suite.

Benefits

Defined Contribution Pension plan

Competitive compensation

Vacation

Holiday closure

Employee Transit EPass through Halifax Transit

Qualifications

• Minimum one (1) year of directly related experience.
• Experience in a university environment is considered an asset.
• Website maintenance experience would be considered an asset.

Responsibilities

• First point of contact for university stakeholders and manage communications.
• Generate letters and manage large mailing campaigns.
• Monitor and update the Office of the Registrar website.

Skills

Organizational skills

Communication

Proficiency in Microsoft Suite

Ability to maintain confidentiality

Education

High School diploma plus one-year Community College business course

Job description

Administrative Assistant - Enrolment Services

NSGEU Bargaining Unit 179)

Date Posted : February 5, 2025

Posting Deadline : February 19, 2025

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 Administrative Assistant to join our Enrolment Services team.

What we offer

• Competitive compensation
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

• Under the direction of the Director, Admission and Transfer Assessment, the Administrative Assistant, Enrolment Services will :
• Be the first point of contact for university stakeholders including students, staff, and faculty requesting information or an appointment with the Registrar. Directs or schedules appointments accordingly.
• Generate individual letters and large mailing campaigns for the Office of the Registrar including notification of suspension, academic probation and dismissal, Dean's list and departmental announcements, and general communication.
• Create reports, spreadsheets, and compile data for special projects assigned by the Registrar.
• Monitor and update the Office of the Registrar website to reflect current information, events, and programming.
• Provide office administration support to units under the Office of the Registrar purview including Admissions, UPrep, Service Centre, Records & Transfer, and Convocation & Publication.
• Respond to Admission Status inquiries received by phone and email or refer to the appropriate department. Mail out requested information, either electronically or by regular mail.
• Greet visitors and interact with students, staff, faculty, community members including applicants (and their families), and alumni.
• Create and maintain an ongoing list of 'in progress' files / initiatives for the UPrep program, contribute to resolution where appropriate, and track for completion.
• Prepare correspondence regarding programming, including pre and post-course information for both students and instructors, as well as follow-up to student registration submissions.

Experience and Education Requirements

• Completion of High School, plus one-year Community College business course.
• Minimum one (1) year of directly related experience.
• Ability to handle and maintain confidential material.
• Proficiency in Microsoft Suite.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Experience in a university environment is considered an asset.
• Experience reporting to multiple departments would be considered an asset.
• Website maintenance experience would be considered an asset.

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
• 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] .

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