Administrative Assistant (Designated Position)

Dalhousie University; Halifax; On-site; CAD 47,000 - 57,000; Full time

Benefits offered by this job

Voluntary RRSP

Health and dental plans

Wellness allowance

Employee and family assistance program

Tuition assistance program

Job summary

Dalhousie University, based in Halifax, is seeking an Administrative Assistant (Designated Position) to support the WLN team in day-to-day operations. The role emphasizes organization, collaboration with Indigenous communities, and communication across stakeholders.

The position is designated for equity-deserving groups and requires on-campus work, a two-year office admin credential, and strong written and verbal communication skills. Dalhousie offers a comprehensive benefits package.

Qualifications

• Certificate or diploma in office administration or related field with a minimum of two years’ experience working within a post secondary or research environment (or equivalent combination of training and experience).
• Excellent organizational skills and attention to detail, with the ability to manage and prioritize multiple projects and meet deadlines.
• Strong interpersonal skills, diplomacy, and a high level of integrity.
• Excellent written and verbal communication skills with the ability to write for, and work with, diverse audiences.
• Ability to work independently, collaboratively, and effectively with a diverse team.

Responsibilities

• Provide administrative and communications support to the WLN, including drafting and distributing emails, newsletters, announcements, preparing funding review documents, and other communications materials.
• Develop, format, and refine presentations and promotional materials, and share network events, opportunities, and updates across platforms.
• Coordinate and support meetings by scheduling, preparing materials, recording minutes, maintaining records, and contributing to planning and follow-up activities.
• Assist with the planning, coordination, and administration of WLN events, initiatives, and activities, ensuring effective logistical and operational support.
• Maintain organizational records and information systems, including SharePoint document management, membership databases, online records, and meeting space bookings.
• Support Indigenous health research initiatives by contributing to culturally safe and inclusive environments and assisting with the overall activities of the WLN team.

Skills

Organizational skills

Written and verbal communication

Interpersonal skills

Independent and collaborative work

Equity, inclusion and accessibility

Education

Office administration certificate or diploma

Tools

MS 365

SharePoint

Job description

Administrative Assistant (Designated Position)

Position Title: Administrative Assistant (Designated Position)

Research Project: The Wabanaki-Labrador Indigenous Health Research Network

Department/Unit: Health - General

Posting Number: S305-26

Employee Group: Grant-Paid (PSAC Local 86001)

Position Type: Term

Duration of Contract (if applicable): 1 year with possibility of extension

Employment Type: Full Time

Full-time Equivalency (FTE): 1.0

Salary: $46,969 - $56,906 per annum at 37.5 hours per week

Classification: 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 Wabanaki-Labrador Indigenous Health Research Network ( WLN ) is one of ten Canadian Institutes of Health Research ( CIHR )-funded Network Environments for Indigenous Health Research ( NEIHR ) Centres across Canada. Guided by the principles of co-learning, co-mentorship, and relational ethics, the WLN seeks to transform Indigenous health research, by supporting and promoting community-driven research to produce meaningful, ethical, and respectful research from Indigenous Peoples throughout the region.

Reporting to the Nominated Principal Investigator, the Administrative Assistant will be responsible for providing support to the WLN Manager and the WLN Finance Manager through assisting with the day-to-day administrative responsibilities of the WLN. They will be passionate about organization and order and thrive on working collaboratively with diverse groups of Indigenous Peoples from across the Atlantic provinces.

Key Responsibilities

• Provide administrative and communications support to the Wabanaki-Labrador Indigenous Health Research Network ( WLN ), including drafting and distributing emails, newsletters, announcements, preparing funding review documents, and other communications materials.
• Develop, format, and refine presentations and promotional materials, and share network events, opportunities, and updates across a variety of platforms.
• Coordinate and support meetings by scheduling, preparing materials, recording minutes, maintaining records, and contributing to planning and follow-up activities.
• Assist with the planning, coordination, and administration of WLN events, initiatives, and activities, ensuring effective logistical and operational support.
• Maintain organizational records and information systems, including SharePoint document management, membership databases, online records, and meeting space bookings.
• Support Indigenous health research initiatives by contributing to culturally safe and inclusive environments and assisting with the overall activities of the WLN team.

Note

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. In keeping with the principles of Dalhousie’s Employment Equity Plan, this position is designated to candidates who self-identify as members of one or more of the following groups: Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), members of other racialized groups, persons with disabilities, women, and persons identifying as members of 2SLGBTQIA+ communities.

To be eligible for this position, you must self-identify as belonging to 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 visit www.dal.ca/hiringfordiversity.

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

Required Qualifications

• Certificate or diploma in office administration or related field with a minimum of two years’ experience working within a post secondary or research environment (or equivalent combination of training and experience).
• Excellent organizational skills and attention to detail, with the ability to manage and prioritize multiple projects and meet deadlines.
• Strong interpersonal skills, diplomacy, and a high level of integrity.
• Excellent written and verbal communication skills with the ability to write for, and work with, diverse audiences.
• Ability to work independently, collaboratively, and effectively with a diverse team.

Assets

• Lived/living experience and/or in-depth knowledge related to working in Indigenous communities in Atlantic Canada as well as familiarity with community engagement practices grounded in respect, reciprocity, and relational accountability.
• Undergraduate degree in social sciences or in a health-related field.
• Flexibility, ability to take initiative, act resourcefully, and think creatively.
• Experience with communication systems, including email, listservs.
• Experience with MS 365 and its suite of programs.

Core and Leadership Competencies

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

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes:

• voluntary RRSP
• health and dental plans
• a wellness allowance
• an employee and family assistance program
• a tuition assistance program

Application Consideration

Non-probationary bargaining unit employees ( PSAC Local 86001) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

Full-time students currently enrolled at an educational institution are not eligible for regular Grant-Paid positions.

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

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