Position Title
Administrative Assistant
Department/Unit
Physiology & Biophysics
Location
Halifax, Nova Scotia, Canada
Employee Group
NSGEU Local 77
Duration of Contract (if applicable)
18 months
Employment Type
Full Time
Full-time Equivalency (FTE)
1.0
Salary
$27.60 - $34.94 per hour ($50,232 - 63,584 per annum, 35 hours per week)
About Dalhousie University
Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.
Job Summary
The Faculty of Medicine inspires and enables excellence in health care through its medical education and research programs, and by serving and engaging society. Reporting to the Department Administrators, the Administrative Assistant provides administrative support to the Department of Physiology & Biophysics and Department of Medical Neuroscience, including office administration, faculty and student support, communications, event coordination, website/SharePoint maintenance, academic scheduling, and Department Head support.
Key Responsibilities
- Provide administrative support to the Departments of Physiology & Biophysics and Medical Neuroscience, ensuring efficient daily operations.
- Responsible for Department communications; convey internal information to faculty & staff and maintain contact lists; provide information on Department policies & procedures, answer and direct external contacts; keep the Department (dal.ca) website current.
- Assist Chair in planning graduate Seminar Series, assemble materials, prepare documents, distribute advertising, book rooms, coordinate meetings, accommodation, and transportation with speaker.
- Develop and maintain Department SharePoint site, organize & update administrative files (policies, processes and documents) in SharePoint following established records management procedures.
- Coordinate logistics for meetings and special events in the department, book rooms/venues, order catering, and arrange travel and accommodations.
- Assist with financial and grant administration and provide direct support to the Department Head through calendar management, correspondence preparation, and meeting coordination.
Note
Due to operational requirements, the successful applicant is required to work in-person on campus.
Required Qualifications
- Business/office administration program with three to five years’ administrative experience (or equivalent combination of training and experience).
- Proficiency in Microsoft Office including Word, Outlook, Excel, PowerPoint.
- Excellent communication and interpersonal skills.
- High level of confidentiality and professional practice as demanded by access to sensitive information.
- Strong organizational skills and demonstrated ability to handle multiple priorities
Assets
- Experience in SharePoint and updating websites.
- Experience in Dalhousie systems (Chrome River)
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s
core competencies, in particular:
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
- Service
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration
Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.
We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.
Diversity Statement
Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information.
If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here.
