Administrative Assistant IV, Co-operative Education (Bargaining Unit 179)

Jobbe; Halifax; On-site; CAD 43,000 - 51,000; Full time

Benefits offered by this job

Competitive pay

Benefits package

Defined contribution pension

Vacation

Holiday closure

Summer hours

Transit EPass

Job summary

Saint Mary's University in Halifax, NS seeks an Administrative Assistant IV, Co-operative Education to support Work-Integrated Learning Advisors and manage Career360 postings. This permanent, full-time role involves data maintenance, employer outreach, and coordinating interview logistics with students and staff.

The successful candidate will have a one-year business college diploma and at least one year of related experience, with strong Microsoft Office skills and confidentiality.

Qualifications

• High school and a one-year community college diploma in business or equivalent.
• Minimum one year of related experience.
• Proven familiarity with Microsoft Office suite and other computer platforms.
• Ability to handle confidential material and work both independently and in a team.
• Strong organizational, written and verbal communication skills.

Responsibilities

• Provide secretarial and administrative support to Work-Integrated Learning Advisors.
• Enter, update, and post jobs onto Career360 (Orbis) and maintain employer/student databases.
• Coordinate scheduling, room bookings, and interview notifications for co-op terms.
• Train and support the Co-op Student Assistant and liaise with employers on program details.
• Prepare correspondence and maintain materials for orientation and networking events.

Skills

Microsoft Office

Communication skills

Confidential data handling

Education

One-year business college diploma

Tools

Orbis Career360

Job description

Saint Mary’s University Halifax, Nova Scotia, Canada Full-time 1 day ago

$43,410 - $51,418 CAD yearly

Discover

The Opportunity

Date Posted: September 21st, 2026

Posting Deadline: October 5th, 2026

Department: Student Affairs & Services

Type of Employment: Permanent, 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, Co-operative Education to join our Student Affairs & Services team.

What We Offer

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information And Responsibilities

• Provides secretarial and administrative support to the Work-Integrated Learning Advisors.
• Enters, updates, maintains data and posts jobs onto the Orbis program - called Career360.
• Prepares and maintains an accurate database of prospective employers and students.
• Works closely with Co-op Student Assistant (Career360 Administrator). Provides training and works closely with student during their work term.
• Connects with employers and provides details about the Co-op Education program.
• Assists employers in posting jobs, scheduling interviews, room bookings and notifies the Work Integrated Learning Advisor's which students will be interviewed.
• Identifies and recommends suppliers for marketing materials for approval by the Manager of Experiential Learning.
• Tracks and sends student forms (registration forms, learning agreements, change of grade forms, and withdrawal forms) to Records.
• Prepares and emails letters of acceptance/rejection and registration documents to new students.
• Receives work term reports from students and forwards to the appropriate Academic Co-ordinator as appropriate.
• Greets students, provides materials and Information to new and current student and assists in arranging appointments for students with Work-Integrated Learning Advisors.
• Assists in the preparation of departmental related documents and promotional materials. Drafts memos and letters for signature.
• Operates and performs routine maintenance on office equipment. Arranges for service as required.
• Orders printed materials from the Print Shop and external providers as required. Monitors office supplies to ensure adequate inventory.
• Assist staff in preparations of all new co-op orientation sessions and other networking events, including the Co-operative Education Orientation for new Co-op students and assisting with planning networking events on campus for co-op students and employer.
• Performs other related duties as assigned.

The Collective Agreement can be viewed here.

Experience And Education Requirements

• High school, plus the completion of a one-year community college diploma in business or equivalent.
• Minimum one-year related experience.
• Proven familiarity with Microsoft Office and other computer platforms.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication, both oral and written and listening skills.
• Demonstrated ability to work under pressure.
• Working in a university environment considered an asset.
• Communicate in a second language considered 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].

Learn more about working at Saint Mary's University here and follow us on LinkedIn, Facebook, Twitter and Instagram!

Saint Mary's University