Date Posted: August 19, 2025

Posting Deadline: September 2, 2025

Department: Enrolment Services

Type of Employment: Permanent, Full-time

Group Affiliation: APC Group, Group 5 ($61,218 - $78,893 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 Officer 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
• Personal days
• Flexible Workplace
• Professional development
• 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 Officer will:

• Oversees the electronic student records file management system.
• Acts as a point of escalation for inquiries to the [email protected] email address
• Coordinates daily filing, labelling and re-filing of electronic registered student files.
• Responsible for the ongoing maintenance, scanning and uploading of student records from former paper storage to electronic storage systems.
• Coordinates and works with departments to ensure that records and information are digitized and retained, archived or disposed of in accordance with established procedures and University records management policies.
• Communicates critical deadlines to relevant stakeholders for course and exam collection.
• Supports the collection of scheduling data from Departments and assists departments as needed with course and examination collection related processes.
• Reviews departmental courses and examination requests for accuracy and adherence with academic calendar and university regulations.
• Acts as the first point of escalation for inquiries to the [email protected] email address
• Assists with ensuring academic probation, suspension, dismissal decisions are placed on student records and ensures required communications are sent to appropriate units/individuals.
• Reviews and prepares graduation applications, lists and students' records, ensuring accuracy.
• Manages updates and/or modifies system reports in cooperation with other members of the team.
• Assists with the logistical aspects of planning convocation ceremonies.
• Assists with the review and updating of process documentation to ensure that current practice is accurately reflected.
• Performs other duties as assigned.

Experience and Education Requirements

To be the successful Academic Operations Officer you will have:

• University Degree (preferred) or Community College diplom
• Minimum two (2) years of directly related work experience.
• Proficiency with Microsoft Office Suite (including PowerPoint, Excel, Word), Banner, Teams, Zoom; ability to quickly learn other software/platforms as required.
• Experience with scheduling software is considered an asset.
• 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 occasional 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].