Admissions Officer

Reporting to the Director of Admissions, the Admissions Officer provides secretarial, clerical, and administrative support for the Admissions/Recruitment unit. The position is responsible for assisting with the University’s admission and recruitment processes, responding efficiently to prospective students’ and the public’s inquiries, maintaining high client satisfaction, and ensuring that excellent service standards are met. The Admissions Officer is responsible for managing the workflow of the office, correspondence with prospective students, and for maintaining the quality of the data in the Admissions modules of the University’s Student Information System (SIS) and in the Customer Relations Management System (CRM).

Term: 15-Month Contract Term (Nov. 18, 2024 – Feb. 20, 2026)

Hours of work: Full-Time (35 hours per week)

Classification/Level: Band 4, $48,067 – $66,262

Closing date: Monday, November 4, 2024

Responsibilities

• Represents the University in responding to admission-related inquiries (email, telephone, and in-person) from prospective students (domestic and international), their families, high school personnel and members of the general public.
• Evaluates applications for admission to all programs.
• Evaluates applications for scholarships and bursaries.
• Provides administrative support to the Director of Admissions.
• Manages the application data transfer process between the Customer Relations Management (CRM) system and the SIS, including importing applications, verifying data and entering supplementary information in the SIS, and maintaining institution data in both systems.
• Provides training for new recruitment staff on general office and admissions-related procedures.
• Manages the workflow of the office. Trains student staff in Admissions Office procedures as required. Assigns and oversees their work and submits requisitions to payroll department.
• Processes individualized and automated correspondence using the Customer Relations Management (CRM) system; prepares and mails packages; prepares transfer credit evaluation letters to send to students; corresponds with schools regarding scholarship recipients.
• Creates and maintains spreadsheets as required (e.g., scholarship and bursary candidate information, waitlisted programs).
• Works with the Recruitment staff and Campus Tour Coordinator on campus tour program and other admission/recruitment events as required.
• Manages inventory tracking for recruitment and admissions-related items (marketing material, envelopes, paper).
• Develops office practices and procedures to contribute to the productivity and efficiency of the Admissions Office.
• Distributes, copies, and tracks incoming mail; organizes outgoing mail, couriers, etc.
• Performs other administrative support duties as required.

Qualifications

• A minimum of two years of administrative support experience in a professional, automated office environment.
• The minimum educational requirement is completion of a formal post-secondary diploma or equivalent, specific to the occupational area or specialty (typical duration to achieve this credential is 2 to 3 years).
• High level of accuracy and strong attention to detail.
• Exceptional oral and written communication, interpersonal, and customer service skills.
• Significant experience and demonstrated proficiency in data entry and records management involving multiple information systems such as Ellucian Colleague (student information system), Informer (reporting tool), and TargetX (Salesforce) customer relations management (CRM) system.
• Demonstrated proficiency using Microsoft Word and Excel .
• Knowledge of administrative practices and processes relating to the Admissions Office functions, as well as University policies and regulations.
• Ability to coordinate workflow of the office to ensure efficient completion of tasks.
• Ability to work independently with minimal supervision, and to begin or to follow through with a plan or task without being prompted.
• Experience training others in office-related procedures and tasks.

Working Conditions:

• Regular requirement to work under pressure to meet deadlines.
• Frequent interruptions (phone calls, emails, and walk-ins, etc.) that come with working in a public office.
• Frequent need to perform simultaneous duties.
• Conflicting demands, work volume, and the quantity of information processed may cause stress.
• Frequent need to manage daily operations independently.
• Some physical effort is required for lifting and carrying boxes of admissions materials.

The closing date for receipt of applications is November 4, 2024. All applications are to be received by 4:30 p.m. on the closing date. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume, by clicking the Apply Now button.

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, W?last?kewiyik / Maliseet whose ancestors along with the Mi’Kmaq / Mi’kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.

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St. Thomas University