Administrative Assistant to the Registrar

St. Thomas University; Fredericton; On-site; CAD 44,000 - 61,000; Full time

Job summary

A prestigious university in Fredericton seeks an Administrative Assistant to support the Registrar's Office. The role includes managing schedules, handling confidential documents, and providing administrative support. Candidates should have at least two years of office experience, strong interpersonal skills, attention to detail, and the ability to work independently. This is an in-person position with no regular work-from-home options.

Qualifications

• Minimum of two years of experience in a professional automated office environment.
• Knowledge of university administrative policies and procedures is an asset.
• Experience in handling confidential information.

Responsibilities

• Manage the Registrar's daily calendar and provide counter service.
• Coordinate confidential documents and schedule meetings.
• Assist with scholarship reviews and notify students of academic decisions.

Skills

Attention to detail

Interpersonal skills

Communication skills

Customer service experience

Multitasking and prioritization

Education

Graduate of a recognized community college or university

Tools

Word processing software

Spreadsheet programs

Student Information System

Job description

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Overview

Reporting to the Registrar the Administrative Assistant to the Registrar provides administrative secretarial and clerical support to the Registrar in addition to performing the general duties and processes of the Registrar's Office. The position handles highly sensitive and confidential information received by the Registrar from other senior administrators, faculty and students.

Term: 12-Month Contract Term

In-person position with no regular work-from-home options

Hours of work: Full-Time (35 hours per week) Monday to Friday 8:30 AM - 4:30 PM. Punctual 8:30 AM start time is required.

Classification / Level: Band 3 $44,139 - $60,848

Closing date: August 8, 2025

Responsibilities

• Manages the Registrar's daily calendar and email. Books meetings and prepares a variety of correspondence (letters, memos, etc.) from rough drafts or general instructions. Acts as receptionist for the Registrar answering the telephone, relaying messages, and dealing with visitors and students.
• Provides counter service in the Registrars Office regarding policies, interpretation of procedures, academic dates, and general registration inquiries including those sent by email. Performs all duties in the Registrars Office as required.
• Manages and coordinates confidential documents, communications, minutes and files for the Secretary of Senate (Registrar). Responsible for scheduling and attending meetings, calling for Senate material, distributing material, proofing and editing minutes, and filing documents for historical purposes.
• Manages room booking requests from internal and external communities for all meeting rooms and classrooms on campus. Coordinates with Financial Services, Aramark, Residence Life and IT to accommodate requests.
• Organizes official make-up days for exams, including receiving and approving student requests, contacting faculty to request exams, scheduling, administering exams to students and returning exams to faculty for grading.
• Manages confidential student appeals. Prepares documents for the Senate Admissions and Academic Standing Committee (AASC). Communicates AASC decisions to students. Documents decisions in Excel and files decision letters in student records.
• Convection support for Convocation activities, including ordering and distributing academic gowns.
• Assists the Registrar and Associate Registrar with review and notification of renewable scholarships; collects and organizes in-course scholarships, bursaries and award applications. Prepares and files letters of notification to students receiving scholarships, bursaries and awards.
• Assists with review of transcripts and notification of academic decisions. Prepares and files letters of notification to students.
• Coordinates with the Admissions Office to prepare virtual student files for all new incoming students and maintains historical paper student files in storage.
• Receives and electronically files faculty course outlines for historical purposes.
• Follows office practices and procedures to contribute to the productivity, service, and efficiency of the Registrar's Office.
• Performs other duties as required.

Qualifications

• Graduate of a recognized community college or university program with a minimum of two years of experience in a professional automated office environment, or an equivalent combination of education and experience.
• Knowledge of administrative policies and procedures relating to the university environment and the Registrar's Office, including University Senate, is an asset.
• Attention to detail in typing, scheduling, inputting student data, and proofreading is essential.
• Excellent interpersonal and communication skills. Experience in customer service, including de-escalation of difficult situations.
• Experience in using word processing, spreadsheet programs, scheduling, Teams meetings, and working in a computerized database environment (e.g., Colleague / Student Information System).
• Ability to maintain confidentiality. Excellent writing skills. Initiative and ability to organize, complete work assignments, and work independently or under limited supervision. Strong multitasking and prioritization skills.

Working Conditions

• In-person position without regular work-from-home options.
• Regular handling of confidential matters relating to students, faculty, and senior administration.
• Frequent need to prioritize and multitask to address the needs of students and visitors in person, by email and by phone.
• Seated work with data entry and typing for long periods.
• Ability to work independently and under pressure to meet deadlines, while also contributing as part of a team.
• Occasional overtime required, typically at least one day per month.

Additional information

An equal opportunity employer. St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.

St. Thomas University is situated on the traditional territory of the Wolastoqiyik / Maliseet, Mi’kmaq / Mikmaw, and Passamaquoddy / Peskotomuhkati peoples. The university acknowledges these Nations in the spirit of Peace and Friendship Treaties with the British Crown in the 1700s.

St. Thomas University, Fredericton, New Brunswick, Canada.