St. Thomas University

• Represents the University in responding to admission-related inquiries (email, telephone, and in-person) from prospective students (domestic and international), their families, high school personnel and members of the general public.
• Evaluates applications for admission to all programs.
• Evaluates applications for scholarships and bursaries.
• Provides administrative support to the Director of Admissions.
• Manages the application data transfer process between the Customer Relations Management (CRM) system and the SIS, including importing applications, verifying data and entering supplementary information in the SIS, and maintaining institution data in both systems.
• Provides training for new recruitment staff on general office and admissions-related procedures.
• Manages the workflow of the office. Trains student staff in Admissions Office procedures as required. Assigns and oversees their work and submits requisitions to payroll department.
• Processes individualized and automated correspondence using the Customer Relations Management (CRM) system; prepares and mails packages; prepares transfer credit evaluation letters to send to students; corresponds with schools regarding scholarship recipients.
• Creates and maintains spreadsheets as required (e.g., scholarship and bursary candidate information, waitlisted programs).
• Works with the Recruitment staff and Campus Tour Coordinator on campus tour program and other admission/recruitment events as required.
• Manages inventory tracking for recruitment and admissions-related items (marketing material, envelopes, paper).
• Develops office practices and procedures to contribute to the productivity and efficiency of the Admissions Office.
• Distributes, copies, and tracks incoming mail; organizes outgoing mail, couriers, etc.
• Performs other administrative support duties as required.

• A minimum of two years of administrative support experience in a professional, automated office environment.
• The minimum educational requirement is completion of a formal post-secondary diploma or equivalent, specific to the occupational area or specialty (typical duration to achieve this credential is 2 to 3 years).
• High level of accuracy and strong attention to detail.
• Exceptional oral and written communication, interpersonal, and customer service skills.
• Demonstrated proficiency using Microsoft Word and Excel.
• Knowledge of administrative practices and processes relating to the Admissions Office functions, as well as University policies and regulations.
• Ability to coordinate workflow of the office to ensure efficient completion of tasks.
• Ability to work independently with minimal supervision, and to begin or to follow through with a plan or task without being prompted.
• Experience training others in office-related procedures and tasks.
• Working Conditions:
  • Regular requirement to work under pressure to meet deadlines.
  • Frequent interruptions (phone calls, emails, and walk-ins, etc.) that come with working in a public office.
  • Frequent need to perform simultaneous duties.
  • Conflicting demands, work volume and the quantity of information processed may cause stress.
  • Frequent need to manage daily operations independently.
  • Some physical effort is required for lifting and carrying boxes of admissions materials.

St. Thomas University

Established in 1910, St. Thomas University is a primarily undergraduate, liberal arts institution with a full-time enrolment of 1600 that offers a Bachelor of Arts, Applied Arts, Education, and Social Work and a Master of Social Work. Faculty members are distinguished teachers, researchers and scholars, and the university holds two Canada Research Chairs and a New Brunswick Health Research Foundation Chair.

St. Thomas University originated in 1910, when Basilian Fathers assumed responsibility for St. Thomas College in Chatham, New Brunswick. The college began granting degrees in 1934, was renamed St. Thomas University in 1960, and relocated to Fredericton in 1964. St. Thomas now has 100 full-time faculty, and 12 buildings, several of which have earned architectural design awards and make the campus one of the most renowned in Canada.

Unique Approach to Education

St. Thomas is the only university in Canada wholly dedicated to the study of the liberal arts. A liberal arts education provides a broad base of knowledge and specialized skills that prepare students for a limitless list of careers or post-degree programs. Students gain a unique perspective from more than 30 academic disciplines as they choose from courses in the humanities, social sciences, fine arts, sciences, and interdisciplinary fields. According to the National Survey of Student Engagement (2014), STU students rate faculty significantly higher than do their Maritime or Canadian counterparts while 91% rate their first-year experience as excellent or good and 91% would attend STU again.