Administrative Assistant

Mount Allison University -
Sackville, NB

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Job details

2 days ago

Qualifications

Microsoft Office
Administrative experience
High school diploma or GED
Accounting
Computer skills
Office management
Ellucian
Communication skills

Full job description

Position description

Reporting to the Registrar, the Administrative Assistant is responsible for administrative support for the Enrolment Leadership team and supports key activities of the Admissions and Registrar’s Office. Directly supporting Enrolment staff, they ensure activities can be executed in a timely and efficient manner with the aim of supporting recruitment, admission and retention efforts of the University.

This position is also responsible for supporting the administration of the Admissions and Registrar’s Office budget, maintains departmental files, databases, and records systems, and coordinates office logistics and office inventory. This position serves as back up to various Registrar’s Office positions such as Student Service Coordinators to ensure seamless service experience during peak times or as required.

Position Responsibilities

Annual Activities

Manage the Registrar’s calendar, scheduling, and meeting logistics. Coordinate appointments, prioritize requests, and support daily schedules. Serve as primary contact for inquiries to the Registrar’s office. Screen requests, redirect appropriately, and resolve routine matters. Provide support to the Registrar for unit projects, events or initiatives, monitor progress and provide reminders or status updates.
With direction from Registrar, organize departmental meetings and prepare agendas and minutes. Ensure documentation, action tracking, and distribution to participants.
Responsible for various administrative processes to contribute to smooth day-to-day functioning of the department or service area. Liaise with internal university offices, and draft routine correspondence, emails, and internal communications as needed.
Maintain confidentiality of personnel, student, and operational information. Apply appropriate discretion in all administrative work.
Maintain records of international agent contracts and commission; monitor and track the recruitment of international students through agents for commission and University budget predictions/expenditures and future recruitment.
Support shipments of culturally appropriate materials through the correct channels for international fairs.
Coordinate the processing of various annual mass mailings from the Registrar’s Office to prospective students, high schools, international schools, agents and embassies, including Viewbook mailout to all other Canadian post-secondary institutions and high schools as well as selected international institutions.
Provide administrative support for recruitment and admissions activities and events, supporting logistics, materials, registrations, and communications arrangements, attend regular Admissions team meetings.
Working with the Systems Analyst compile information for reports for leadership, mailouts and recruitment initiatives.
Under direction of the Admissions Counsellor-Student Information Systems and MarComm support logistics regarding publications; troubleshoot with printers on delivery and print matters as needed, and coordinate and maintain inventory control of all recruitment SWAG, publications and print materials.

Budget

Under direction of Registrar or their delegate(s) monitor Admissions and Registrar’s Office budget, prepare and maintain spreadsheets for accurate forecasting, and flag unusual or unexpected activity for follow up.
Prepare quarterly reports for Registrar and Associate Registrars for fiscal planning purposes.
Co-ordinate all departmental ordering, and log expenditures, purchase orders, invoices and office supplies as needed.

Other Duties

Coordinate use of office space, storage, equipment, and workstations.
Coordinate onboarding and offboarding including liaising with Computing Services and systems analyst to coordinate staff security access to recruit, shared drives, computers, phones, etc.
Maintain a repository of procedural documentation.
Provide appropriate support as needed during peak times in the student life cycle.
Comply with university policies and procedures, including established processes for finance, privacy, and records management.
Perform other duties as required.

Qualifications/skills

High School diploma and minimum of one year course/diploma in office management or a equivalent combination of knowledge and experience.
One to three years related experience in general administration will be considered, with post-secondary experience an asset.
Strong computer skills including proficiency with Microsoft Office, Speed and accuracy of data entry is crucial, as is ability to learn new technology and systems. Experience with Ellucian Colleague and SLATE an asset.
Excellent organizational and multi-tasking skills with the ability to prioritize work, delegate tasks efficiently to student assistants and respond to multiple requests for assistance.
Excellent interpersonal, oral, and written communication skills with strong intercultural sensitivity and cross-cultural communication skills, with a commitment to a student-centred ethic that requires confidentiality and the ability to communicate effectively and tactfully with stakeholders.
Experience with budgetary and accounting practices preferred.
Ability to problem-solve administrative issues.
Ability to work independently and as part of a team.

If you are interested in the challenges and opportunities this position has to offer, we want to hear from you! Please submit a resume and cover letter by uploading them using the submission link provided below. Documents should be submitted in PDF format and clearly labeled with your full name.

Only those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Application materials will be collected for recruitment purposes only and handled in accordance with the University’s privacy and records-management practices. If you experience any difficulty accessing the link, please contact [email protected] for assistance. Review of applications will begin on June 15, 2026.

Submit Résumé and Cover Letter

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you by reaching out to People and Culture at [email protected]

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

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