Administrative Assistant to the Associate Dean, Academic

Dalhousie University; Halifax; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading educational institution in Halifax is seeking an Administrative Assistant for the Faculty of Health. The role involves providing executive support, managing communications, and handling clinical agreements. Qualifications include a diploma in Business/Administration and excellent communication skills. The position offers hybrid work opportunities based on operational requirements and is ideal for those with a strong administrative background.

Benefits

Defined benefit pension plan

Health and dental plans

Health spending account

Employee and family assistance program

Tuition assistance program

Qualifications

• Minimum of five years’ progressive experience preferably in a post-secondary institution.
• Experience in a legal environment that requires dealing with confidential records.

Responsibilities

• Respond to inquiries and communications on behalf of the ADA.
• Manage the processing of clinical placement agreements.
• Provide administrative support to three Academic Integrity Officers.
• Support Practice Education Committee with arrangements and logistics.

Skills

Excellent written and verbal communication

Strong interpersonal skills

Excellent attention to detail

Ability to stay organized

Experience using Microsoft Office suite

Education

Business / Administrative Professional program diploma

Undergraduate degree in a related field

Tools

Microsoft Office

SharePoint

Job description

Job Summary

The Faculty of Health is the second largest and one of the most complex Faculties at Dalhousie University, comprised of nine Schools / College, two Programs, Healthy Populations Institute, Resilience Research Centre, Centre for Transformative Nursing and Heath Research, and in partnership with the Faculties of Medicine and Dentistry, the Centre for Collaborative Clinical Learning and Research. Accountable to the Associate Dean Academic (ADA), and reporting to the HR Manager, the Administrative Assistant provides executive administrative assistance to the Associate Dean Academic.

Key Responsibilities

• Responds to inquiries / communications on behalf of the ADA.
• Manages the business of the Academic Review Committee (ARC) and is the first point of contact for same. Schedules and coordinates monthly ARC meetings; compiles, reviews, and distributes required meeting documentation, coordinates logistical arrangements and prepares minutes and reports after monthly meetings. Monitors the progress of reviews and arranges for consideration of reports to Faculty Council and Senate.
• Manages the processing of clinical placement agreements received. Review standard clinical agreements, ensuring accuracy and compliance with established standards. Liaise with facilities and Dalhousie Legal Counsel to ensure agreements are approved as appropriate, ensure school-wide agreements are signed by the Dean, and maintain faculty-wide database.
• Provides administrative support to Associate Dean Academic and three (3) Academic Integrity Officers who hear and make recommendations related to academic integrity allegations throughout the Faculty of Health. Maintains confidential files regarding each offence, scheduling of meetings, completion of transfer of information to and from Senate and annual reporting.
• Provides administrative support to the Practice Education Committee, including arranging meetings, taking minutes, and circulating pertinent information. Supports administratively with regard to preceptor training, including coordinating and managing logistics.

Note

The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

• Business / Administrative Professional program diploma with a minimum of five years’ progressive experience preferably in a post-secondary institution (or an equivalent combination of training and experience).
• Excellent written and verbal communication along with strong interpersonal skills.
• Excellent attention to detail and ability to stay organized and focused under pressure is important as well as reprioritizing and adapting as needed.
• Experience using Microsoft Office suite programs.

Assets

• Undergraduate degree in a related field.
• Experience in a legal environment that requires dealing with confidential and sensitive records.
• Experience working with SharePoint.

Job Competencies

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

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

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

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black / African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.