Program Assistant - Education & Adult Education Departments (1 year term)

St. Francis Xavier University•Antigonish, NS

1d•CA$41,808 - CA$51,090•Onsite

About The Position

StFX University is seeking a Program Assistant for a 1-year term to provide comprehensive administrative support to the Master of Adult Education (MAdEd) and Bachelor of Education (BEd) programs within the Faculty of Education. Working closely with faculty, students, and external partners, the Program Assistant coordinates admissions, registration, academic records, student communications, departmental events, financial administration, and day-to-day program operations. The role serves as a key point of contact, ensuring efficient program delivery while providing exceptional service and administrative support in a collaborative, student-focused environment.

Requirements

Diploma in Office Administration, Business Administration, or a related field; equivalent education and experience may be considered.
Minimum two to three years of progressively responsible administrative experience, preferably in a post-secondary or student services environment.
Demonstrated ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy in a fast-paced environment.
Strong organizational, time management, and problem-solving skills with exceptional attention to detail.
Excellent interpersonal and communication skills, with the ability to provide professional, student-centred service to a diverse range of stakeholders.
Proven ability to maintain confidentiality and exercise sound judgment when handling sensitive student and institutional information.
Proficiency with Microsoft Office Suite and experience working with databases or enterprise systems.
Ability to work independently while also collaborating effectively with faculty, staff, students, and external partners.
Demonstrated commitment to providing exceptional customer service and contributing positively to a collaborative team environment.

Nice To Haves

Experience supporting admissions, registration, or academic administration is considered an asset.
experience with Banner, Target X, or similar student information systems is an asset.

Responsibilities

Coordinate the admissions process for the Bachelor of Education and Master of Adult Education programs, managing applications, communications, interviews, and applicant records through Target X.
Prepare and coordinate course registration processes by working closely with the Registrar's Office, Student Accounts, faculty, and students to ensure accurate registration and enrolment.
Maintain accurate student records in Banner, process admissions and registration updates, monitor reports, and ensure student information meets institutional requirements.
Coordinate practicum placement documentation, liaising with Regional Education Centres, schools, principals, and students to ensure placement requirements are completed.
Support teacher certification processes by collecting, reviewing, and submitting required documentation while assisting students with certification requirements.
Administer student bursary processes by coordinating applications, verifying eligibility, organizing committee materials, and maintaining award records.
Manage Child Abuse Registry Checks and Vulnerable Sector Checks for teacher candidates, ensuring compliance with provincial placement requirements.
Serve as a primary point of contact for prospective and current students, providing information and support related to admissions, registration, program requirements, and student services.
Provide administrative support for both academic programs, including budget and expense administration, office operations, records management, website updates, meetings, and special events.
Collaborate with faculty, university departments, and external partners to support the effective delivery of academic programs and enhance the overall student experience.