Assistant to the Director of Admissions 
 
Permanent, Full Time (1.0 FTE), starting as soon as possible 
 
One of our core values at St. Michaels University School is respect. With this in mind, we acknowledge that our school rests in the heart of Straits Salish territory, a living culture with its own rites, ceremonies, and unfolding history. We honour the Esquimalt, Songhees, and W̱SÁNEĆ peoples – whose homelands we share and whom we recognize as our neighbours. 
 
Reporting to the Director of Admissions and working closely with the full Admissions team, the Assistant to the Director of Admissions plays a key role in ensuring the efficient operation of the department. This position supports the overall goal of ensuring the school is full by working with prospective families and returning families. Growth opportunities exist for those interested in working with student recruitment. The typical work schedule is weekdays from 8am-4pm, with some evening and weekend work required.  
 
Key Responsibilities and Expectations: 
 
Administrative: 
Provides comprehensive daily organizational and administrative support to the Director of Admissions.  
Supervises the scheduling of appointments for the Director, departmental meetings and conferences for the department. 
Acts as the departmental lead for the Enrolment Management System, ensuring it is used effectively to support all phases of the admissions process. This includes building and improving upon current processes and acting as support to members of the Admissions team.  
Prepares and provides admissions data as required. 
Arranges travel for all members of the Admissions team including flights, accommodation, and other special arrangements required.  
Updates as necessary the Admissions section of the website to ensure it is always up to date. 
Schedules, tracks and manages official admissions correspondence and requests.  
Manages approval of requirements for BC status and Victoria residency and ensures official documents are in order and current. 
Monitors and maintains confidentiality of applicant records and credentials. Discretion is a must as some correspondence may include handling sensitive financial and personal information. 
Responsible for ensuring marketing materials are available for events, travel and other recruitment events. 
Maintains process and procedure documentation for Admissions department. 
Provides support and backup to other members of the Admissions administrative team.  
Acts as backup for the Senior School reception on occasion. 
 
Enrolment: 
Greets and welcomes Admissions visitors to School. 
Acts as a main point of contact for potential SMUS families, from enquiries through to the onboarding stage. This includes ensuring enquiries are managed, applications are complete and accurate, and reviews completed by other school departments, as required. 
Supports the annual registration process by preparing documentation for scholarship renewals, change of programs/fee requests, de-enrolment and tracking overall status of returning students. 
Invigilates Admissions testing as needed. 
While recruitment travel is not a requirement at this time, there may be opportunities in the future. 
 
Events: 
Supports Admissions events, with key responsibilities for the Best School Year Ever, New Day Student social, New Boarder Orientation, CAIS Fam tours and other Admissions events that may arise, both locally and internationally. 
Other duties as required. 
 
 
The successful candidate will have the following skills, background and interests: 
 
Minimum of 3 to 5 years related experience in an office administrative setting.  
Experience working in a recruitment capacity or admissions office environment considered a strong asset. 
Bachelor’s degree or post-secondary diploma in Office Administration, or Office Management or Business Administration. 
Energetic, outgoing, resourceful, detail oriented independent worker who thrives in a collaborative environment and who shows initiative. 
Strong communication, interpersonal and relationship building skills with a genuine interest in people and an understanding of the importance of confidentiality, professionalism, customer service and collaboration.  
Excellent organizational and time management skills, capable of managing multiple projects and competing priorities. 
Demonstrated advanced skills in Excel, including the ability to create mail merge documents with MS Word. 
Advanced skills in Word and Adobe Acrobat; able to confidently create, manage and format mail merge and template documents. 
Working knowledge of Enrolment Management Systems executing queries and creating reports is an asset. 
Demonstrated experience in event planning, both in person and virtual events. 
Ability to communicate clearly and effectively, both verbally and in writing with internal and external customers. 
Ability to thrive in a fast paced, dynamic environment. 
Proficiency in a second language is a strong asset (written and spoken). 
Flexible to work occasional weekends and evenings in support of the Admissions department and visiting families. 
 
Pay Range:  
Annual pay range: $62,718 – $73,762 
 
Criminal Record Check: 
Must pass and maintain a clear Solicitor General criminal record check for the purpose of working with children. 
 
Application Details: 
Please apply by 2:00 pm on Wednesday, June 4th, 2025. 
 
About St. Michaels University School: 
Located in Victoria, British Columbia, Canada, St. Michaels University School (SMUS) is a Junior Kindergarten to Grade 12 day and boarding school with a global reputation for academic excellence. 
 
Our students from over 30 countries all over the world have opportunities in academics, athletics, arts, leadership, service and outdoor education, and are inspired by an extraordinary staff committed to character growth and preparing students for what lies ahead in life. The school’s Mission shapes these endeavours: Our school seeks the excellence in all of us, with passion and compassion. We are a community shaped by the pursuit of truth and goodness, providing outstanding preparation for life. 
 
At St. Michaels University School, we seek to employ and empower individuals who wish to forge impactful relationships and careers that place our students at the centre. We firmly believe that expanding our diversity while adjusting our practice will lead to becoming the community we envision – a place where staff and students share a sense that they fully belong.