University Counselling Administrative Assistant

Permanent, 1.0 FTE, starting June, 2019.

This is a full-time position during the school year, with holiday time taken during school holidays (long weekends, Winter Break, Spring Break, July 1 - August 15). This role has frequent interaction with students, parents, and the external community. There is an operational focus on data collection and management, written communications, and event planning.

Key Responsibilities

  • Reception for Personal Counselling and University Counselling: greet students and parents, make appointments, and facilitate smooth operational flow.
  • Support the work of the Director of University Counselling:
    • Coordinate and participate in department meetings.
    • Plan department travel.
    • Arrange appropriate coverage (classes, visits, presentations) when University Counsellors are unavailable or absent.
    • Anticipate and monitor department work flow.
  • Scheduling meetings, advisor appointments for students and parents (using Microsoft Outlook), and on-campus university/college visits.
  • Coordinating transportation, catering, and resource booking for UC events.
  • Event planning and coordination: parent presentations, university fairs, daytime student events and evening presentations, and university tours.
  • Electronic transmission and mailing of transcripts to Canadian universities.
  • Account administrator for online database used by all senior school students.
  • Update print/electronic documents for dissemination to students and families (MS Word, Excel, PowerPoint).
  • Maintain application and outcome data spreadsheet for each grad class; create pivot tables to extract information from data for use by the department, school administration, Admissions, and Marketing and Communications.
  • Student communication: university visit promotion; scholarship information; and promotion of department events.
  • Clerical support: photocopying; mailing/courier; meeting notes; provision of transcripts as requested by students and advisors. 
  • Facilitate course equivalency review for all Grade 9-12 newly admitted students.

Essential Attributes

  • Desire to be part of a small team of people who enjoy working together in a collegial and dynamic environment.
  • Sense of personal responsibility for implementation and execution of work.
  • Self-starter, self-motivated, and self-directed.
  • Eye for design in written and graphic communication for external audiences.
  • Attention to detail to ensure student documentation and department documents are created, maintained, disseminated and properly stored.
  • Ability to solve problems independently: e.g., technical issues; booking conflicts; student transcript issues.
  • Strong communication and computer skills
  • Build and maintain professional relationships with university representatives.
  • Work effectively under pressure in response to student and University Counsellor needs.
  • Criminal Record Check: The successful candidate must pass and maintain a clear criminal record check for the purposes of working with children.

Application Details

Applicants are requested to supply a résumé with references, accompanied by a cover letter outlining the candidate’s particular strengths and how the candidate is well-suited to this multifaceted role in a rich academic environment.

Please respond by email on or prior to Sunday, May 5, 2019 to:

Jennifer Kayal
Human Resources Administrator
St. Michaels University School
3400 Richmond Road
Victoria, BC V8P 4P5
[email protected]

We regret that only short-listed candidates will be contacted; no phone calls, please. Once a successful candidate is hired, the posting will be removed from our Current Opportunities page. Thank you for your interest in our school.

St. Michaels University School is one of Canada’s leading co-educational, independent day and boarding schools.

Our boarding population is recruited nationally and internationally to form a rich and diverse community. Our students come from more than 25 different countries and our school community represents more than 50 different ethnic backgrounds. Our graduates attend the top universities in the world, many of them on scholarships. The faculty culture of excellence is supported by healthy professional development resources and a dynamic program of professional growth, which has earned them national and international recognition, including several Prime Minister’s Teaching Awards.

The school pursues academic success in an environment where the character and the self also grow.

For more information about St. Michaels University School, please refer to the rest of our website.