Administrative Assistant (New Brunswick)

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, maintaining departmental files, databases, and records systems, and coordinating office logistics and office inventory. This position serves as back up to various Registrar’s Office positions such as Student Service Coordinators to ensure a 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 off‑boarding 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 organisational and multi‑tasking skills with the ability to prioritise work, delegate tasks efficiently to student assistants and respond to multiple requests for assistance. Excellent interpersonal, oral, and written communication skills with solid 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. 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 . #J-18808-Ljbffr Apply on Kit Job: kitjob.ca/job/2q3k48