The Opportunity

Fredericton, NB
Education and Training
Full-time - Permanent
$43,338 - $59,743 / year

Reporting to the Director of Admissions, the Student Services Representative II (Admissions) provides secretarial, clerical, and administrative support for the Admissions/Recruitment unit. The position is responsible for assisting with the University's admission and recruitment processes, responding efficiently to inquiries from prospective students and the public, maintaining high client satisfaction, and ensuring that excellent service standards are met. The SSR II is responsible for managing the workflow of the office and for maintaining the quality of the data in the Admissions modules of the University's Student Information System (SIS) and in the Customer Relations Management System (CRM).

Term: Permanent

Hours of work: Full-Time (35 hours per week);

Classification/Level: Band 4, $43,338-$59,743

Closing Date: Wednesday, May 19, 2021

What you'll do


  • 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.

What you'll need


  • 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.

We're looking for

Core Skills

Database and Spreadsheets Practice & Procedure Management Evaluation and Analysis Coordination Skills General Administrative Support Training new staff Excellent interpersonal skills Inventory Tracking Customer Relation Management (CRM) Client Service Oriented

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A little bit about us

St. Thomas University

St. Thomas University

St. Thomas University is an undergraduate, liberal arts institution with a full-time enrolment of 1,900. Its students graduate with Bachelor of Arts, Applied Arts, Education, and Social Work degrees. The faculty members are distinguished teachers, researchers and scholars, and the university holds three Canada Research Chairs.

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 109 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.