Academic Relations Coordinator - Office of the Provost & Vice-President, Academic and Research

Havens Alliance Group - Executive & Technology Talent Solutions; Halifax; On-site; CAD 52,000 - 68,000; Full time

Job summary

Saint Mary's University is seeking an Academic Relations Coordinator to support the administration of faculty agreements and maintain records. The role requires strong organizational skills and experience in a university setting, contributing to a positive and inclusive academic environment.

Benefits

Competitive compensation

Comprehensive benefits package

Defined Contribution Pension plan

Flexible Workplace

Professional development

Qualifications

• Minimum of 3 years experience in an administrative support role.
• Experience working with collective agreements.
• Proven ability to organize and prioritize workloads.

Responsibilities

• Support administration of CUPE 3912, Part Time Faculty Collective Agreement.
• Maintain records for part-time faculty appointments and contracts.
• Liaise with various stakeholders regarding University policies.

Skills

Communication

Organizational Skills

Interpersonal Skills

Judgment and Discretion

Computer Skills

Education

High school graduation + 2 year community college diploma or equivalent

Tools

Microsoft Office Suite

Job description

Date Posted: May 21, 2025

Posting Deadline: June 3, 2025

Department: Office of the Provost & Vice-President, Academic and Research

Type of Employment: Permanent, Full-Time

Group Affiliation: APC Group, Group 4 ($52,531 - $67,696 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Academic Relations Coordinator to join our team in the Office of the Provost & Vice-President, Academic and Research.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Provost & Vice-President, Academic and Research, the Academic Relations Coordinator:

• Supports the administration and implementation of the CUPE 3912, Part Time Faculty Collective Agreement.
• Maintains all records for part-time faculty members; including appointment letters, dossiers and contracts. Including tracking administrative matters relating to part-time faculty appointments
• In collaboration with the Department Chairs, drafts and posts all part-time faculty job postings in accordance with the guidelines in the respective collective agreements.
• In collaboration with the Department Chairs, creates and processes contract recommendations for all part-time faculty, ensuring that departmental recommendations are consistent with requirements of both the part-time and full-time faculty collective agreements (e.g., stipends, budget codes, limitations on maximum course assignments for part-time faculty, requirement for reviews).
• Issues all contracts for part-time faculty in accordance with the contract recommendations.
• Responds to questions from Deans, Chairs, Departments, and part-time faculty regarding matters such as the application of the part-time faculty Collective Agreement, the status of recommended contractual appointments, and three-year evaluations of part-time faculty.
• Liaises with People and Culture to support open files on issues and improvements re; labour relations and areas where technology enhancements will improve service.
• Provides information and reports to People and Culture to support labour relations files as requested.
• Supports with maintaining the record management for the Office of the Provost & Vice-President, Academic and Research; includes overseeing the filing system, creating files and records as necessary, using judgment and knowledge of office requirements, updating files and records, and retrieving files and documents as needed.
• Responsible for digitizing all records and files with respect to part-time faculty and teaching assistant appointments, contracts and other documents as required. Including scanning and filing documents.
• Provides information regarding University policies and decisions; liaises between the Provost & Vice- President, Academic and Research and other University administrators, faculty, staff, students, and other various stakeholders served by the University.
• Supports the administration of the CUPE 3912, Teaching Assistant collective agreement as required.

Experience and Education Requirements

To be the successful Academic Relations Coordinator you will have:

• High school graduation + 2 year community college diploma or equivalent.
• Experience working in a University or post secondary institution.
• Minimum of 3 years progressive experience in an administrative support role in a fast-paced, complex, highly confidential office environment.
• Experience working with and administering collective agreements
• Proven experience with organizing and prioritizing a demanding workload while meeting deadlines.
• Excellent computer skills with a high level of proficiency in Microsoft suite of Office software and Outlook.
• Excellent communication skills both oral and written.
• Strong organizational and interpersonal skills.
• Professional judgment and discretion.
• Ability to work independently.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [e-mail].