Administrative Assistant - Enrolment Services

(NSGEU Bargaining Unit 179)

Date Posted: February 5, 2025

Posting Deadline: February 19, 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 Administrative Assistant to join our Enrolment Services team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Summer hour schedule
• 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:
• 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.
• Generates 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.
• Generates and creates reports, spreadsheets, data compilation for special projects assigned by the Registrar.
• Monitors and updates the Office of the Registrar website to reflect current information, events and programming.
• Provides office administration support to units under the Office of the Registrar purview including Admissions, UPrep, Service Centre, Records & Transfer and Convocation & Publication.
• Responds to Admission Status inquiries that are received by phone and email or refers to appropriate department. Mails out requested information, either electronically or by regular mail.
• Greets visitors, interacts with students, staff and faculty as well as community members including applicants (and their families) and alumni.
• Creates, maintains ongoing list of "in progress" files/initiatives for the UPrep program, contributes to resolution where appropriate and tracks for completion.
• Prepares correspondence regarding programming. This includes pre and post course information for both students and instructors, as well as follow up to student registration submissions.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant, Enrolment Services you will have:

• 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 team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Working in a university environment considered an asset.
• Experience reporting to multiple departments would be considered an asset.
• Website maintenance experience would be considered an asset.

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 [email protected].