Admissions Assistant

Admissions Assistant

Regular

Internal/External

Posting Date: June 10, 2026

Closing Date: June 16, 2026

Posting # 2026034

Hours

18.75 hours a week
12 months per year
Beginning June 29, 2026

Salary

The starting wage for work performed in June is $32.06 to $33.66 per hour, depending on the employee's years of service at St. Margaret's School (SMS).

Effective July 1, the new wage scale will be $33.47 to $35.14 per hour, based on years of service at SMS.

This is a bargaining unit position, in the Professional Employees Association.

All candidates must be legally able to work in Canada.

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 Programme, and we are a candidate school for the IB Middle Years Programme (MYP).

Reporting to the Director of Admissions, the Admissions Assistant is a key member of the Enrollment Team and supports all facets of the student enrolment process. This role is responsible for delivering exceptional service to prospective and current families, coordinating admissions-related activities, maintaining accurate records and data, and supporting enrolment operations. The successful candidate will be highly organized, detail-oriented, professional, and personable, with the ability to manage multiple priorities in a fast-paced environment.

 

Core Competencies

• Integrity & Trust


• Service Orientation


• Adaptability


• Innovation


• Resilience


• Professional Knowledge


• Communication & Collaboration

Duties and Responsibilities

• Provide exceptional customer service to prospective and current families in person, by phone, and through email.


• Coordinate and schedule meetings, tours, interviews, and entrance assessments with prospective families.


• Conduct campus tours for agents and prospective families, highlighting the school’s facilities, programs, and extracurricular offerings.


• Collaborate with the Enrollment Team, Student Records, Finance, Boarding, and other departments as needed to support a seamless admissions process.


• Guide applicants through the enrolment process and ensure all required documentation, including transcripts, recommendation letters, and health records, is submitted in a timely manner.


• Maintain accurate and up-to-date enrolment records, including contact information, application status, and enrolment statistics.


• Ensure applicant data is entered and maintained accurately in the school’s databases.


• Generate reports to monitor enrolment trends, identify opportunities for improvement, and support strategic planning.


• Maintain and update the agent tracking system.


• Support the administration of interviews with prospective families and the coordination of entrance assessments for prospective students.


• Prepare admissions decision and acceptance packages, ensuring all required documentation is complete and accurate.


• Prepare invoices in consultation with the Director or Enrollment Management and the Director of Admissions


• Maintain regular communication with prospective students and families throughout the enrolment process, providing updates on application status, key deadlines, and next steps, and responding to questions in a timely and professional manner.


• Communicate with families who withdraw from the admissions process to understand their reasons and identify opportunities for support or service improvement.


• Assist with tracking agent information, including commissions, records, and related documentation.


• Plan and coordinate Enrollment Team events, including managing RSVPs, room setup, catering requests, name tags, refreshments, and maintenance requests.


• Support the Enrollment Team with departmental activities, events, and special projects.


• Support in coordinating travel arrangements with regards to recruitment trips, as needed.


• Represent Admissions at school functions and local education fairs.


• Assist with the coordination of the Student Ambassador program.


• Maintain inventory of admissions and enrolment materials.


• Actively support the vision, mission, and values of the school.


• Perform other related duties as assigned in support of the admissions function and overall customer experience.

Required Education & Experience

• Bachelor’s degree in Business Administration or a related field.


• Minimum of three years of office-related experience in recruitment or admissions, preferably within an independent school setting.


• Previous experience working in an educational environment is considered an asset.


• Experience using a student information system.


• Demonstrated experience drafting professional correspondence.


• Proficiency in a second language is required, with preference given to Spanish, Mandarin, or Japanese.


• Preference will be given to candidates with demonstrated experience in admissions file adjudication, including reviewing applications, assessing documentation, and ensuring compliance with organizational policies and admission requirements.


• Experience planning and coordinating events.


• Experience generating reports and using data to support planning and decision-making.

Required Knowledge, Skills & Abilities

• Advanced computer literacy, including accurate data entry skills and proficiency in Microsoft Office applications (Word, Excel, Outlook) and Google Workspace.


• Strong interpersonal, communication, and collaboration skills, with the ability to interact confidently and professionally with the public.


• Strong problem-solving skills and a customer-focused mindset.


• Demonstrated commitment to delivering exceptional service and building positive relationships with students, families, and colleagues.


• Excellent organizational skills, with the ability to manage multiple priorities effectively in a fast-paced environment.


• Ability to exercise discretion and sound judgment, demonstrate initiative, and work independently.


• Demonstrate flexibility, adaptability, and professionalism.

 

Work Conditions

• Ability to lift and move up to 20 lbs may be required.


• Flexible schedule as needed to support events and activities
  
   

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 gym, and other amenities.

St. Margaret's School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources View email address on jobs.jobcopilot.com .

Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR.

 

Questions email View email address on jobs.jobcopilot.com