Administrative Assistant IV – Departments of Anthropology, Social Justice and Community Studies

Saint Mary’s University; Halifax; On-site; CAD 43,000 - 52,000; Full time

Job summary

A leading university in Canada seeks an Administrative Assistant IV to provide secretarial and administrative support to the Departments of Anthropology & Social Justice and Community Studies. This role involves organizing events, maintaining filing systems, and acting as a liaison between departments. Successful candidates will have strong organizational and communication skills, along with experience in a university setting. A comprehensive benefits package is offered.

Benefits

Competitive compensation

Comprehensive benefits package

Defined Contribution Pension plan

Qualifications

• Minimum one year related experience.
• Experience working in a university environment considered an asset.
• Website maintenance and social media communication experience an asset.

Responsibilities

• Provides secretarial and administrative support to Chairpersons.
• Organizes faculty meetings and special events.
• Maintains filing systems and databases.

Skills

Strong organizational skills

Communication skills

Ability to handle confidential materials

Education

Completion of high school plus 1 year Community College in business/secretarial course or equivalent

Tools

Microsoft Suite

Job description

Discover

The Opportunity

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

The Administrative Assistant IV for the Departments of Anthropology & Social Justice and Community Studies works as a staff member of the Faculty of Arts and is a member of the Faculty of Arts Administrative Support Team. The Administrative Assistant IV works under the supervision of the Supervisor Administrative Support Services Faculty of Arts. This role provides secretarial and administrative support to the Chairpersons of Anthropology & Social Justice and Community Studies and other members of the two academic departments including full and part‑time faculty and other personnel with links to departmental activities. The Administrative Assistant IV is the first point of contact to respond to inquiries from students faculty University staff and the external community and provides appropriate referrals for complex issues. The Administrative Assistant IV is a resource and point of liaison in the department of Criminology and the Asian Studies Program and other units within the University.

The Administrative Assistant IV

• Organizes faculty meetings lectures seminars receptions and other special events in person or online including catering agenda notices etc. Takes minutes at departmental meetings.
• Provides support for conference organization hosted by the departments.
• Creates and maintains filing systems and databases; organizes electronic and paper files and filing systems and ensures backup and protection of material (e.g. meeting minutes department policies etc.).
• In conjunction with the appropriate individuals organizes and coordinates visiting guests accommodations prepares itinerary and produces & distributes advertising flyers / bulletins of event.
• Assists Chairperson and Coordinator of undergraduate and graduate programs and / or designate with creation of annual timetable of course offerings.
• Serves as liaison between the Department and the Faculty of Graduate Studies and Research in relation to administrative matters.
• Maintains the collection of masters and honours theses for all academic units and assists in administrative / clerical matters related to the supervision of honours masters and PhD theses.
• Provides logistical and procedural assistance to faculty instructors visiting professors and undergraduate masters and PhD students in all units including liaison with Library EIT etc.
• Assists Graduate Coordinator by organizing candidates files and forms for the graduate admission process with progress reports on masters and PhD students as required.
• Collects teaching‑related information from full‑ and part‑time faculty and reports as required.
• Supports the Chairs and their designates in carrying out their responsibilities as outlined in the SMUFU Collective Agreement (e.g. booking meetings maintaining and preparing files used for student advising curriculum management appointments along with related files etc.).
• Provides support to the Chair for the hiring of part‑time instructors (e.g. posting advertisements with CUPE handling applications preparing contract recommendations compiling files for submission to Deans Office organizing three‑year reviews).
• Prints faxes photocopies and distributes documents for full‑ and part‑time faculty honour students and Research Assistants linked to the departments.
• Manages office / lab keys and building passes and maintains key inventory log; collects keys and building passes at end of employment / contract term.
• Provides basic services (e.g. telephone mail reception etc.) in a backup support role for other Departments / Programs (e.g. Faculty of Arts) as required because of vacation illness or other leaves / contingencies.
• Acts as a liaison between department faculty and the Deans Office in relation to administrative matters.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant IV you will have :

Completion of high school plus 1 year Community College in business / secretarial course or equivalent.

Minimum one year related experience.

Working knowledge of several software packages including Microsoft Suite.

Ability to handle and maintain confidential materials.

Strong organizational skills and ability to function independently and as part of a team.

Strong communication and listening skills.

Demonstrated ability to work under pressure.

Experience working in a university environment considered an asset.

Website maintenance and social media communication experience an asset.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on Apply Now and complete all required information fields. Qualified candidates should submit the following with their application :

• Resume
• Cover Letter
• Three Professional References

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 Marys 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 encourage all qualified candidates to apply; however preference will be given to applicants who self-identify as Black / African Nova Scotians Indigenous peoples racialized persons / visible minorities persons with disabilities and women. If you require accommodations during the recruitment process please contact Talent Acquisition at [e-mail].

A little bit about us

Saint Marys University is one of Canadas top primarily undergraduate universities known for its international collaborations leadership in entrepreneurship and research that benefits local and global communities. Our programs in Arts Science Graduate Studies and the Sobey School of Business are among Canadas best and feature professors who are committed to the success of their students. Saint Marys provides our more than 6400 students with a place that fosters possibility excellent research opportunities and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax Nova Scotia on Canadas east coast Saint Marys University is marked by iconic buildings green spaces and fresh ocean air. The Saint Marys University community is committed to a prosperous future for the world-a World without limits.

Learn more about working at Saint Marys University here and follow us on LinkedIn Facebook Twitter and Instagram!

Key Skills

Experience Working With Students, Classroom Management, Communication skills, Algebra, Behavior Management, Classroom Experience, Lesson Planning, Special Education, Teaching, Curriculum Development, Cordova, Word Processing

Date Posted: October 28 2025

Posting Deadline: November 11 2025

Department: Departments of Anthropology Social Justice and Community Studies

Type of Employment: Permanent Full-time

Group Affiliation: NSGEU Local 179 Group 6 ($43410 - $51418 annually)

Employment Type: Full-Time

Experience: years

Vacancy: 1

Yearly Salary Salary : 43410 - 51418