Administrative Assistant IV – BA Advising & Dean of Arts Office (Temporary) (Bargaining Unit 179)

Saint Mary's University; Halifax; On-site; CAD 43,000 - 51,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

4% Vacation Pay

Flexible Workplace

Holiday closure

Summer hour schedule

Discounted Employee Transit EPass

Job summary

Saint Mary's University in Halifax is seeking an Administrative Assistant IV to join the BA Advising & Dean of Arts Office. The role supports front-line inquiries, mail handling, file management, and document preparation in a busy academic environment.

The position requires a high school diploma plus college business training or equivalent, with at least one year of related experience and strong MS Office skills. A university setting and SCT Banner experience are assets.

Qualifications

• High School diploma plus a 1 year Community College business program, or equivalent.
• Minimum 1 year directly related experience.
• Competency in Microsoft Office Suite.
• Excellent communication and organization skills, and ability to function independently, and as part of a team.
• Strong computer skills (PC and Mac).
• Working in university environment considered an asset.
• Experience with SCT Banner considered an asset.
• Website maintenance experience an asset.

Responsibilities

• Acts as the primary contact for all information requests for the BA Advising Centre and Dean's Office.
• Greets visitors and students, assesses inquiries, and routes to appropriate staff.
• Manages mail, correspondence, and courier processes including international forms.
• Creates and maintains filing systems and protects confidential material.
• Prepares documents using standard software and assists with minutes, manuals, and contracts.
• Coordinates room bookings and meeting logistics for Advisors and staff.
• Maintains purchasing records and orders office supplies as required.
• Manages Keys and access codes; coordinates key acquisition and return.

Skills

MS Office

Communication

Organization

Education

High School diploma + 1 year college business program

Related work experience

Tools

SCT Banner

Website maintenance

Job description

Date Posted: September 21st, 2026

Posting Deadline: October 5th, 2026

Department: BA Advising & The Dean of Arts Office

Type of Employment: Contract Running to October 31st, 2027 , Full-Time

Group Affiliation: Bargaining Unit 179, Group 6 ($43,410- $51,418 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 Administrative Assistant IV to join our BA Advising & Dean of Arts Office team.

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
• 4% Vacation Pay
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Discounted Employee Transit EPass through Halifax Transit

Job Information And Responsibilities

• Acts as the primary contact for all persons seeking information on or contacts with the BA Advising Centre and others in the Dean's Office.
• Greets visitors and students, assesses inquiries, responds to inquiries and/or directs to and refers to appropriate staff or faculty member, or university contact or resource.
• Responsible for mail/correspondence; includes collecting, sorting, and distributing the incoming mail andcorrespondence for the Dean's Office. Processes outgoing mail, correspondence, and courier packages. (e.g. prepare customs and other forms for international couriers)
• Creates and maintains the filing systems; organizes electronic and hard-copy files and filing systems andensures backup and protection of material (e.g. meeting minutes, policies, etc.)
• Responsible for document and word processing; generates various documents using standard software packages from handwritten/draft copies, including memos, manuals, protocol forms
• Maintains confidential materials (tests, exams, protocols, etc.)
• Facilities booking, including arranging room bookings, contacting departments and providing confirmations
• Organizes purchasing delegated by Advisors and others in the Dean's Office, and maintains appropriate records; maintains and orders office supplies and materials, as required
• Manages keys and access codes; coordinates the acquisition and return of keys, as appropriate
• Drafts letters, memos, and other documentation; proofreads documents for internal and external distribution. In particular, assists with document preparation and distribution associated with BA Advising Centre activities (e.g. reports, memo, manuals, assignments, contracts, etc.)
• Assists the members of the BA Advising Centre with booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.
• In accordance with the Academic Calendar, provides front-line academic information and advice to students including, but not limited, reviewing and advising on course pre-requisites, providing advice on the required forms to complete, class withdraw processes and upcoming deadlines
• Prepares required meeting materials for student meetings with Advisors.
• Provides basic services (e.g. mail, reception, etc.) in a backup support role to the Dean of Arts Office as required because of vacation, illness, or other leave

The Collective Agreement can be viewed here.

Experience And Education Requirements

• Completion of High School diploma plus a 1 year Community College business program, or equivalent
• Minimum 1 year directly related experience
• Competency in Microsoft Office Suite
• Excellent communication and organization skills, and ability to function independently, and as part of a team
• Strong computer skills (PC and Mac)
• Demonstrated ability to work under pressure
• Ability to handle and maintain confidential material
• Working in university environment considered an asset
• Experience with SCT Banner considered an asset
• Website maintenance experience an asset

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 welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community.

All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [e-mail].