Admissions Assistant

Regular

Internal/External Posting
Posting Date: May 14, 2024
Closing Date: May 26, 2024
Posting # 2024039

HoursMonday-Friday, 37.5 hours per week.
Beginning June 3, 2024

SalaryStarting wage of $30.51 per hour, increasing to $31.43 per hour, effective July 1, 2024. Range effective July 1, 2024, $31.43 - $33.00 per hour depending on years of service at SMS.

This is a bargaining unit position, in the Professional Employees Association.

All candidates must be legally able to work in Canada.

Summary

St. Margaret's School (SMS) is Western Canada's only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7–12). St. Margaret's School is an International Baccalaureate (IB) School offering the Diploma Program.

Reporting to the Director of Admissions, the Admissions Assistant plays an important role on the External Relations Team. Importantly, this person contributes positively to the team dynamic, and works closely with the Director of Admissions in all facets of student enrolment. This role is responsible for all aspects of data management, as well as customer service. The successful applicant must be highly energetic, highly organized, detail oriented, and personable, as they are the front line of the External Relations Team office.

Core Competencies

• Integrity & Trust
• Service Orientation
• Adaptability
• Innovation
• Resilience
• Professional Knowledge
• Communication & Collaboration

Duties and Responsibilities

• Provide outstanding customer service to prospective and current school families, in person, by phone, and through email.
• Schedule meetings, tours, interviews, and entrance assessments with prospective families.
• Give campus tours to agents and prospective families, sharing insights about the school's facilities, programs, and extracurricular activities to showcase its unique offerings.
• Collaborate with the External Relations Team, Student Records, Finance, Boarding, and other departments as needed to ensure a smooth admissions process.
• Provide guidance and support to applicants as they complete the enrolment application forms. Ensuring that all required documents, such as transcripts, recommendation letters, and health records are submitted in a timely manner.
• Maintain accurate and up-to-date enrolment records, including contact information, application statuses, and enrolment statistics.
• Ensure that all applicant data is entered into the School's computer database's (Blackbaud Enrolment Management, MySchool) on an ongoing basis.
• Generate reports as needed to track enrolment trends, identify areas for improvement, and support strategic planning initiatives.
• Administer interviews with prospective families and oversee entrance assessments with potential students.
• Generate admissions acceptance packages, ensuring all relevant documents are included.
• Maintain regular communication with prospective students and families throughout the enrolment process, keeping them informed about application status updates, upcoming deadlines, and next steps. Address any concerns or questions promptly and professionally to alleviate anxieties and facilitate decision-making.
• Communicate with withdrawn families regarding the reasons for the withdrawal and how the School can support them.
• Assist with the tracking of agent information including commissions.
• Plan and organize External Relations Team events, including RSVP's, room setup, catering requests, making nametags, obtaining, and setting up refreshments, completing maintenance requests, etc.
• Assist the External Relations Team with various activities and events.
• Attend and represent Admissions at school functions and represent SMS at local Education Fairs.
• Assist the Directors with the Student Ambassador program.
• Maintain inventory of enrolment materials.

• Actively support the vision, mission, and values of our school.

• Other duties as needed to enhance the customer experience.

• Other duties, relevant to the position, shall be assigned as required.

Required Education & Experience

• Business Administration Diploma or related field.
• Minimum 3 years office related experience, preferably in recruitment.
• Previous work in an educational environment is an asset.
• Translation/Interpretation experience an asset.

Required Knowledge, Skills & Abilities

• Computer literate, excellent data entry skills and proficient use of various office software including Microsoft Office (Word, Excel, Outlook), and Google Suite.
• Strong interpersonal and communication and collaboration skills. Ability to confidently interact with the public is essential.
• Strong problem-solving abilities with a customer-centric mindset.
• Demonstrated commitment to providing exceptional service and fostering positive relationships with students, families, and staff members.
• Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
• Experience planning and organizing events.
• Experience generating reports.
• Ability to use discretion and good judgment, take initiative, and work independently.
• Flexibility and adaptability.
• A positive attitude and professional image.
• Experience using Student Information Systems preferred.

Valued Benefits

A career with St. Margaret's School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources [email protected].

Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by May 26, 2024, to:

Questions email [email protected]