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

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

Benefits offered by this job

Competitive pay

Benefits package

Pension plan

Vacation

Holiday closure

Summer hours

Transit pass

Job summary

Saint Mary’s University in Halifax invites applications for the Administrative Assistant IV, Cooperative Education position within the Student Affairs & Services team. You will provide secretarial and administrative support to Work-Integrated Learning Advisors and manage Career360 postings.

The role requires a one-year college diploma in business and at least one year of related experience, strong Microsoft Office skills, and the ability to handle confidential information.

Qualifications

• 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.

Responsibilities

• Provides secretarial and administrative support to the Work-Integrated Learning Advisors.
• Enters, updates, maintains data and posts jobs onto the Orbis program - Career360.
• Prepares and maintains an accurate database of prospective employers and students.
• Works closely with Co-op Student Assistant (Career360 Administrator).
• 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 to Records.
• Prepares and emails letters of acceptance/rejection and registration documents to new students.
• 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.
• Operates and performs routine maintenance on office equipment.
• Orders printed materials and monitors office supplies.
• Assist staff in preparations of all new co-op orientation sessions and networking events.
• Performs other related duties as assigned.

Skills

Organizational skills

Communication skills

Confidentiality handling

Teamwork

Education

One-year community college diploma in business

Tools

Microsoft Office

Job description

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

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• 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

Under the supervision of the Manager, Career & Experiential Learning, the Administrative Assistant IV, Cooperative Education:

• 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

To be the successful Administrative Assistant IV, Cooperative Education you will have:

• 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.

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

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].