Administrative Assistant to the Registrar
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 is responsible for handling highly sensitive and confidential information received by the Registrar from other senior administrators, faculty and students.
Term: 12-Month Contract Term
In-person position without 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 for receipt of applications is August 8th, 2025
- Manages the Registrar's daily calendar and email. Books meetings and prepares a variety of correspondence (letters, memos etc.) from rough draft or general instructions. Acts as receptionist for the Registrar, answering the telephone, relaying messages, and dealing with visitors and students.
- Counter service in the general Registrar's Office regarding polices, interpretation of procedures, academic dates, and general registration inquiries including those made to [email protected] , on a regular basis. Is responsible to be able to perform all duties in the Registrar's Office as required.
- Manages and coordinates confidential documents, communications, minutes, and files for the Secretary of Senate (Registrar). Is responsible for scheduling and attending meetings, making calls for Senate material, distributing Senate material, proofing and editing minutes and filing documents for historical purposes.
- Manages room booking requests, from both internal and external communities, for all meeting rooms and classrooms on campus. It responsible for coordinating with Financial Services, Aramark, Residence Life, and the IT department to accommodate some requests.
- Organizes official make-up days for exams including receiving and approving student requests, contacting faculty to request exams, scheduling and 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 the students. Documents decisions on excel worksheet and files decisions letters in students' files.
- Convocation support activities which include ordering and distributing academic gowns.
- Assists the Registrar and Associate Registrar with review and notification of renewable scholarships; collects and organizes in-course scholarship, bursary, and award applications. Prepares and files letters of notifications to students receiving scholarships, bursaries, and awards.
- Assists the Registrar and Associate Registrar with review of all transcripts and notification of academic decisions. Prepares and files letters of notifications to students.
- Responsible for coordinating with the Admissions Office in order to prepare virtual student files for all new incoming students. Is responsible to keep historical paper student files in good order in storage.
- Responsible for receiving and electronic filing of faculty course outlines for historical purposes.
- Follows office practices and procedures to contribute to the productivity, sense of service, and efficiency of the Registrar's Office
- Performs other duties as required.
- Graduate of a recognized, relevant, community college or university program combined with a minimum of two years of experience in a professional, automated office environment, or an equivalent combination of education and experience.
- Knowledge of the administrative policies and procedures relating the University environment and the Registrar's Office, including University Senate, is an asset.
- The ability to pay close attention to detail when typing, scheduling, inputting student data, and proof-reading, is essential.
- Excellent interpersonal and communication skills. Experience working in a customer service environment sometimes dealing with difficult people and situations and able to de-escalate a situation.
- 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 skills in multi-tasking and priority setting.
Working Conditions:
- In-person position without regular work from home options.
- Regular requirement to work with confidential matters relating to students, faculty, and senior administration.
- Frequent requirement to prioritize and multi-task in order to address the needs of students and visitors, in person, by email and by phone.
- Working in a seated position for long periods of time performing data entry and typing.
- Regular requirement to work independently and under pressure to meet deadlines but also must be able to and willing to work as part of a team.
- Awareness of a variety of activities which are proceeding simultaneously.
- Conflicting demands and the quantity of information processed may cause stress.
- Position requires occasional overtime, typically at least one day per month.
The closing date for receipt of applications is August 8th, 2025. 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, Wəlastəkewiyik / 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.
© 2025 St. Thomas University. Fredericton, New Brunswick, Canada.
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