Saint Mary’s University

Date Posted: June 4th, 2026

Posting Deadline: June 18th, 2026

Department: Enrolment Services

Type of Employment: 6 Month Temporary Contract, Full-Time

Group Affiliation: Bargaining Unit 179, Group 4 ($38,226- $43,876 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 Admissions Records 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
• 4% Vacation pay
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Assistant Registrar - Admissions & Transfer, the Admissions Records Clerk will:

• Compiles applicant files and ensures all necessary documents are assembled for review by the Director of Admissions & Transfer, Assistant Registrar - Admissions & Transfer, and the Admissions Officer.
• Forwards files for transfer students to the Transfer Articulation Office for transfer credit assessment.
• Creates and maintains active and archived transcript files (dating back two years).
• Generates New Admission statistical reports.
• Generates specialized reports for various internal departments.
• Liaises with other University departments to facilitate the Admissions process.
• Prepares and/or edits correspondence relating to applications and entrance scholarships; prepares and/or edits correspondence for the Assistant Registrar - Admissions & Transfer and the Director of Admissions & Transfer.
• Creates and maintains electronic records for prospective undergraduate students on the Student Information System (Banner) and the digital application record (CRM Recruit).
• Revises computerized information on accepted applicants who withdraw prior to registering; notifies appropriate offices.
• Notifies applicants of outstanding documents.
• Prepares external transcripts for mailing/courier or pick up.
• Provides information to the public by telephone and in person; prepares and sends out information packets.
• Collects and prepares application fee deposits. Processes NSF collection.
• Maintains Admissions Records Clerk procedural manual, suggests improvements in the Admissions Office procedures and systems to the Assistant Registrar, Admissions & Transfer.

The Collective Agreement can be viewed here

Experience and Education Requirements

To be the successful Admissions Records Clerk you will have:

• High school, plus the completion of a one-year Community College Diploma.
• Computer training to include but not limited to Microsoft Office (Word, Excel and Outlook).
• Minimum one-year related experience.
• Customer Information System experience considered as asset.
• Strong communication and listening skills.
• Working in a university environment considered an asset.
• Comfortable in cross-cultural situation.

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 welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community.

All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [email protected].