Assistant to the Director of Admissions St. Michaels University School

Independent Schools Association of British Columbia; Victoria; On-site; CAD 62,000 - 74,000; Full time

Job summary

A leading educational institution in Victoria is seeking an Assistant to the Director of Admissions. This full-time role involves providing administrative support, managing enrolment processes, and engaging with prospective families. Ideal candidates will have strong organizational skills, administrative experience, and a commitment to fostering a welcoming environment for all students.

Qualifications

• Minimum of 3 to 5 years of administrative experience.
• Experience in recruitment or admissions considered a strong asset.
• Proficiency in a second language is a strong asset.

Responsibilities

• Provides comprehensive daily organizational and administrative support to the Director of Admissions.
• Acts as a main contact for prospective families, managing inquiries and applications.
• Supports admissions events and manages official admissions correspondence.

Skills

Communication

Interpersonal Skills

Organizational Skills

Time Management

Detail-oriented

Resourcefulness

Education

Bachelor’s degree or post-secondary diploma in Office Administration, Business Administration, or related field

Tools

Excel

Word

Adobe Acrobat

Job description

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• Annual pay range: $62,718 - $73,762 CAD / Year

Assistant to the Director of Admissions

Permanent, Full Time (1.0 FTE), starting as soon as possible

One of our core values at St. Michaels University School is respect. We acknowledge that our school rests in the heart of Straits Salish territory, a living culture with its own rites, ceremonies, and unfolding history. We honor the Esquimalt, Songhees, and W̱SÁNEĆ peoples – whose homelands we share and whom we recognize as our neighbors.

Reporting to the Director of Admissions and working closely with the full Admissions team, the Assistant to the Director of Admissions plays a key role in ensuring the efficient operation of the department. This position supports the overall goal of filling the school by working with prospective and returning families. Growth opportunities exist for those interested in student recruitment. The typical work schedule is weekdays from 8 am to 4 pm, with some evening and weekend work required.

Key Responsibilities and Expectations:

Administrative:

• Provides comprehensive daily organizational and administrative support to the Director of Admissions.
• Supervises scheduling of appointments, departmental meetings, and conferences.
• Acts as the departmental lead for the Enrolment Management System, ensuring effective use to support all phases of the admissions process, including process improvement and team support.
• Prepares and provides admissions data as required.
• Arranges travel for Admissions team members, including flights, accommodations, and other arrangements.
• Updates the Admissions section of the website to ensure accuracy and currency.
• Schedules, tracks, and manages official admissions correspondence and requests.
• Manages approval of requirements for BC status and Victoria residency, ensuring documentation is current.
• Maintains confidentiality of applicant records and credentials, handling sensitive information discreetly.
• Ensures marketing materials are available for events and recruitment activities.
• Maintains process and procedure documentation for the department.
• Provides support and backup to other administrative team members and occasionally acts as backup for the Senior School reception.

Enrolment:

• Greets and welcomes visitors to the school.
• Acts as a main contact for prospective families, managing inquiries, applications, and reviews.
• Supports annual registration processes, including scholarship renewals, program changes, and tracking student statuses.
• Invigilates admissions testing as needed.

Events:

• Supports admissions events such as the Best School Year Ever, student socials, orientation, tours, and other activities, both locally and internationally.
• Performs other duties as required.

Qualifications and Skills:

• Minimum of 3 to 5 years of administrative experience.
• Experience in recruitment or admissions considered a strong asset.
• Bachelor’s degree or post-secondary diploma in Office Administration, Business Administration, or related field.
• Energetic, outgoing, resourceful, detail-oriented, and able to work independently and collaboratively.
• Strong communication, interpersonal, and relationship-building skills with a focus on confidentiality and professionalism.
• Excellent organizational and time management skills, capable of managing multiple projects.
• Advanced skills in Excel, Word, and Adobe Acrobat; experience with Enrolment Management Systems is an asset.
• Experience in event planning, both in person and virtual.
• Effective verbal and written communication skills.
• Ability to thrive in a fast-paced environment.
• Proficiency in a second language is a strong asset.
• Flexibility to work occasional evenings and weekends.

Additional Information:

• Pay Range: $62,718 – $73,762 annually.
• Must pass and maintain a clear criminal record check.
• Application deadline: Wednesday, June 4th, 2025, at 2:00 pm.

About St. Michaels University School:

Located in Victoria, BC, SMUS is a JK-12 day and boarding school with a global reputation for academic excellence. Our diverse student body and comprehensive programs aim to develop character and prepare students for life. We seek to employ individuals committed to impactful relationships and diversity, fostering a community where everyone belongs.