Date Posted: August 19, 2025

Posting Deadline: September 2, 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 Academic Operations Clerk 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
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Assistant Registrar - Academic Operations, the Academic Operations Clerk will:

• Utilize and help maintain electronic student records file management system.
• Coordinate and work with departments to ensure that records and information are digitized and retained, archived or disposed of in accordance with established procedures and records management policies.
• Update and maintain student records, examples of tasks include but are not limited to prerequisite deregistration, manual grade changes, include and exclude grade processing and entry of Thesis titles for graduate students.
• Assist with ensuring that departmental course and examination requests are complete and follow university regulations and guidelines.
• Provide administrative support with academic scheduling, exams and course creation process utilizing scheduling (Infosilem) and course (CourseLeaf) software.
• Organize all logistical aspects of convocation ceremonies, including preparing and printing programs, parchments and awards, gown distribution, gowning room and stage setup, and communicating with graduates.
• Coordinate processes for recognizing graduate achievements, such as ordering medals, printing certificates, and managing the Valedictorian selection process.
• Ensure accurate and organized record-keeping for all convocation-related activities, including managing invitations, tracking expenses and preparing purchase orders and payment request forms.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Academic Operations Clerk you will have:

• High School diploma plus Community College certification (Administrative Certification or similar preferred).
• Minimum two (2) years of directly related work experience in an office environment.
• Proficiency with survey software as well as proficiency with other computer software such as; Microsoft Office Suite (including PowerPoint, Excel, Word), Banner, Teams, Zoom; ability to quickly learn other software/platforms as required.
• Excellent customer service and interpersonal skills.
• Superior organizational, oral and written communication skills.
• Ability and desire to establish positive relationships with staff, faculty and students from diverse backgrounds.
• High level of personal integrity and professional initiative.
• Strong work ethic and adherence to a respectful workplace.
• Ability to work evenings and/or weekends as required.

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]