Administrative Assistant

Dalhousie University; Halifax; Sur place; CAD 38 000 - 48 000; Plein temps

Avantages offerts par ce poste

Pension plan

Health and dental plans

Health spending account

Employee and family assistance program

Tuition assistance

Résumé du poste

Dalhousie University in Halifax, NS is seeking an Administrative Assistant to support the Office of Strategic Engagement (OSE) with daily administrative, operational, financial, and HR tasks.

Reporting to the Executive Assistant and Office Manager, you will coordinate meetings, manage schedules and travel, maintain records, assist with procurement and invoicing, and support HR processes while upholding confidentiality and professionalism on campus.

Qualifications

• Business Administration/Administrative Professionals program with ~5 years' experience.
• Experience providing senior-level admin support in a fast-paced, complex office.
• Strong organizational and time-management skills with ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication with high degree of accuracy and professionalism.
• Proficiency with Microsoft Office and electronic records management systems.
• Ability to maintain confidentiality and work independently.

Responsabilités

• Provide comprehensive administrative and operational support to the Office of Strategic Engagement.
• Coordinate meetings, schedules, travel, and logistics; prepare agendas, minutes, materials, and reports.
• Maintain electronic filing systems and reference materials.
• Assist with financial administration: purchase requisitions, invoice payments, journal entries, expense reimbursements, and procurement policy compliance.
• Coordinate logistics for meetings, events, and stakeholder engagement.
• Assist with HR administration: recruitment, interviews, onboarding, leave tracking, and confidentiality.

Connaissances

Organizational skills

Time management

Communication skills

Confidentiality

Independent work

Stakeholder management

Professionalism

Formation

Business Administration/Administrative Professionals program

Outils

Word

Excel

PowerPoint

Outlook

Electronic records mgmt systems

Description du poste

Salary $27.60-$34.94 per hour ($50,232 - $63,584 per annum based on 35 hours per week)

Classification

Classification C5

Provisional Statement

This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

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 Office of Strategic Engagement ( OSE ) leads Dalhousie’s working relationships with different levels of government; fosters partnerships and opportunities for the University to contribute to the economic and social prosperity of the province and country; and leads the institution’s global engagement and international strategy. Reporting to the Executive Assistant and Office Manager, the Administrative Assistant supports day-to-day administrative, operational, financial, and human resource functions of the Office of Strategic Engagement.

Key Responsibilities

• Provide comprehensive administrative and operational support to the Office of Strategic Engagement, serving as a primary point of contact for routine inquiries and coordinating day-to-day office operations.
• Coordinate meetings, schedules, room bookings, travel arrangements, and logistical requirements, while preparing agendas, meeting materials, minutes, correspondence, and reports.
• Maintain electronic filing systems, records management processes, administrative documentation, operational procedures, templates, and reference materials.
• Support financial administration by preparing purchase requisitions, invoice payments, journal entries, expense reimbursements, and ensuring compliance with University procurement policies and procedures.
• Coordinate logistics for meetings, workshops, conferences, special events, and stakeholder engagement activities, including facilities, catering, accommodations, and event materials.
• Support human resources administration by assisting with recruitment, scheduling interviews, onboarding and orientation activities, tracking vacation and leave information, and maintaining confidentiality in personnel matters.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

• Business Administration/Administrative Professionals program, with approximately five years’ relevant experience (or equivalent combination of training and experience).
• Demonstrated experience providing senior-level administrative support in a fast-paced and complex office environment.
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and competing demands.
• Excellent verbal and written communication skills, including the ability to prepare correspondence, reports, and meeting materials with a high degree of accuracy and professionalism.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and experience working with electronic records and information management systems.
• Ability to exercise sound judgment, maintain confidentiality, work independently with minimal supervision, and build effective working relationships with a broad range of internal and external stakeholders.

Assets

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular:

• Self-Awareness & Professionalism
• Integrity
• Respect & Inclusion
• Adaptability
• Knowledge & Thinking Skills

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 .

Required fields

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