Admissions Assistant

**Admissions Assistant**

**Regular**

**Internal/External Posting**

***Posting Date: March 8, 2025**
**Closing Date: March 16, 2025**

**Posting # 2025011**

**Hours**
Monday-Friday, 37.5 hours per week.
- Beginning April 14, 2025_

**Salary**
Starting wage of $31.43 per hour, increasing to $32.06 per hour, effective July 1, 2025. Range effective July 1, 2025, $32.06 - $33.66 per hour depending on years of service at SMS.
- This is a bargaining unit position, in the Professional Employees Association._

**Summary**

St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7-12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Program.

Reporting to the Director of Admissions, the Admissions Assistant plays an important role on the External Relations Team. Importantly, this person contributes positively to the team dynamic, and works closely with the Director of Admissions in all facets of student enrollment. This role is responsible for all aspects of data management, as well as customer service. The successful applicant must be highly energetic, highly organized, detail oriented, and personable, as they are the front line of the External Relations Team office.

**Core Competencies**
- Integrity & Trust
- Service Orientation
- Adaptability
- Innovation
- Resilience
- Professional Knowledge
- Communication & Collaboration

**Duties and Responsibilities**
- Schedule and coordinate meetings, tours, interviews, and entrance assessments for prospective families.
- Conduct campus tours, providing insights into the school’s facilities, programs, and extracurricular offerings to showcase its unique strengths.
- Collaborate with the External Relations Team, Student Records, Finance, Boarding, and other departments to ensure a seamless admissions process.
- Manage and update applicant data in the school’s databases on an ongoing basis.
- Generate reports as needed to track enrolment trends, identify areas for improvement, and support strategic planning initiatives.
- Administer interviews with prospective families and oversee entrance assessments with potential students.
- Prepare and distribute admissions acceptance packages, ensuring all necessary documentation is included.
- Engage with withdrawn families to understand their reasons for departure and explore ways the school can support them.
- Assist with the tracking of agent information including commissions.
- Plan and coordinate External Relations Team events, handling RSVPs, room setup, catering, name tags, refreshments, and maintenance requests.
- Support the External Relations Team with various activities and events.
- Attend and represent Admissions at school functions and represent SMS at local Education Fairs.
- Assist the Directors with the Student Ambassador program.
- Maintain inventory of enrolment materials.
- Uphold and actively support the vision, mission, and values of our school.
- Perform other duties as needed to enhance customer experience and support the admissions process.
- Other duties, relevant to the position, shall be assigned as required.

**Required Education & Experience**
- Business Administration Diploma or related field.
- Minimum 5 years’ office related experience, preferably in recruitment or admissions.
- Previous work in an educational environment is an asset.
- Translation/Interpretation experience an asset.

**Required Knowledge, Skills & Abilities**
- Intermediate proficiency in Microsoft Office (Word, Excel, Outlook) and Google Suite, with excellent data entry skills.
- Strong interpersonal, communication, and collaboration skills, with the ability to interact confidently with diverse audiences.
- Strong problem-solving abilities with a customer-centric mindset.
- Demonstrated commitment to providing exceptional service and fostering positive relationships with students, families, and staff members.
- Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
- Experience in event planning and coordination.
- Ability to generate and analyze reports.
- Ability to use discretion and good judgment, take initiative, and work independently.
- Flexibility and adaptability.
- A positive attitude and professional image.
- Experience using Student Information Systems preferred.

**Valued Benefits**
A career with St. Margaret’s School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gy