Administrative Assistant

Dalhousie University; Halifax; In loco; CAD 25.000 - 64.000; Part-time

Descrizione del lavoro

Dalhousie University is seeking an Administrative Assistant to provide comprehensive administrative, financial, and program support to the Department of Physiology and Biophysics in Halifax, NS. The role covers records management, meetings, website updates, and coordination of undergraduate and graduate education activities.

Reporting to the Department Administrator, the successful candidate will work on in-person campus operations, manage multiple priorities, and support faculty with travel,

Competenze

• Post secondary education in a related field, plus, approximately three to five years' of relevant administrative experience (or equivalent combination of training and experience).
• Proficiency in Microsoft Office including Word, Outlook, Excel, SharePoint
• Experience maintaining SharePoint sites and creating/updating website content
• Ability to work independently and exercise good judgement in day-to-day administrative decisions
• Strong organizational skills with the ability to manage multiple priorities while maintaining confidentiality and professionalism

Mansioni

• Coordinate daily administrative operations, departmental communications, records management, meetings, and website/SharePoint updates.
• Provide administrative support to faculty, including meeting logistics, event coordination, room bookings, and preparation of course and exam materials.
• Manage departmental resources, supplies, shared spaces, equipment maintenance, and special events.
• Support financial administration through account reconciliations, expense claims, financial record maintenance, and budget monitoring.
• Assist with grant-funded employee administration, including payroll documentation, offer letters, personnel records, and employment tracking.
• Provide support for undergraduate and graduate programs through tutor recruitment, academic event coordination, student support, and course evaluation processes.

Conoscenze

Microsoft Office

SharePoint

Organizational skills

Independent work

Confidentiality

Formazione

Post-secondary education

Descrizione del lavoro

Salary $27.60 - $34.94 per hour ($50,232 - $63,584 per annum based on 35 hours per week, prorated to $25,116 - $31,792 per annum for 0.5 FTE)

Classification

Classification C5

Provisional Statement

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 Department of Physiology and Biophysics researches biological systems and how cells, tissues and organs function. The Department teaches undergraduate courses, and delivers Masters and PhD graduate programs. Reporting to the Department Administrator, the Administrative Assistant provides comprehensive administrative, financial, and program support to the Department. The role coordinates departmental operations, communications, meetings and events, records and website maintenance, financial and human resource processes, and undergraduate and graduate education activities to support the effective operation of the Department.

Key Responsibilities

• Coordinate daily administrative operations, departmental communications, records management, meetings, and website/SharePoint updates.
• Provide administrative support to faculty, including meeting logistics, event coordination, room bookings, and preparation of course and exam materials.
• Manage departmental resources, supplies, shared spaces, equipment maintenance, and special events.
• Support financial administration through account reconciliations, expense claims, financial record maintenance, and budget monitoring.
• Assist with grant-funded employee administration, including payroll documentation, offer letters, personnel records, and employment tracking.
• Provide support for undergraduate and graduate programs through tutor recruitment, academic event coordination, student support, and course evaluation processes.

Note

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

Required Qualifications

• Post secondary education in a related filed, plus, approximately three to five years' of relevant administrative experience (or equivalent combination of training and experience).
• Proficiency in Microsoft Office including Word, Outlook, Excel, SharePoint
• Experience maintaining SharePoint sites and creating/updating website content
• Ability to work independently and exercise good judgement in day-to-day administrative decisions
• Strong organizational skills with the ability to manage multiple priorities while maintaining confidentiality and professionalism

Assets

• Knowledge of Dalhousie systems ( FSS (Finance Self Serve), DalBuy, Navigator, Timetable)
• Knowledge of records management practices and experience coordinating meetings, events, or academic programs.

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

• Knowledge & Thinking Skills
• Communication
• Service
• Respect & Inclusion
• Adaptability

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 that 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 are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Résumé / Curriculum Vitae (CV)

Optional Documents

• Cover Letter