Administrative Coordinator

Dalhousie University; Halifax; Hybrid; CAD 53,000 - 67,000; Full time

Benefits offered by this job

Health and dental plans

Health spending account

Pension plan (defined benefit)

Employee and family assistance program

Tuition assistance program

Job summary

Dalhousie University’s Faculty of Engineering seeks an Administrative Coordinator to provide senior administrative support for graduate admissions, departmental operations, and academic activities. You will coordinate complex processes and serve as a key resource for students, faculty, staff, and external stakeholders.

Reporting to the Manager, Departmental Operations, you will help ensure policy compliance, support scholarships, and foster a collaborative team environment while delivering

Qualifications

• Business/office administration program with 3–5 years’ related work experience.
• Experience coordinating complex administrative processes, managing multiple priorities, and meeting deadlines.
• Advanced proficiency in Microsoft Excel and knowledge of administrative systems and records management.
• Excellent interpersonal, organizational, written, and verbal communication with strong customer service.
• Ability to work independently, maintain confidentiality, and collaborate with diverse stakeholders.

Responsibilities

• Coordinate and administer graduate admissions processes and related documentation.
• Support graduate programs by maintaining admissions systems and reports.
• Coordinate teaching assistant hiring, payroll, and personnel documents.
• Schedule courses, manage financial approvals, records, and events.
• Lead day-to-day admin workflows and ensure service continuity.
• Assist onboarding, training, and mentoring of staff and develop procedures.

Skills

Excel

MS Office

Communication

Customer service

Confidentiality

Job description

Salary $29.18 - $36.95 per hour ($53,112 - $67,241 per annum based on 35 hours per week)

Classification

Classification C6

Provisional Statement

This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

Dalhousie University’s Faculty of Engineering is a research-intensive Faculty that thrives on research excellence, strategic partnerships, and stakeholder engagement. Reporting to the Manager, Departmental Operations, the Administrative Coordinator provides senior administrative and operational support for the Faculty’s graduate admissions, departmental operations, and academic activities. This role coordinates complex processes, supports administrative team functions, ensures compliance with university policies, and serves as a key resource for students, faculty, staff, and external stakeholders.

Key Responsibilities

• Coordinate and administer graduate admissions processes, including application review, admissions tracking, applicant advising, and preparation of admission-related documentation.
• Provide expert administrative support for graduate programs by maintaining admissions systems, updating program information, preparing reports, and supporting graduate scholarship activities.
• Support departmental operations by coordinating teaching assistant hiring, processing payroll and personnel documentation, and maintaining compliance with collective agreements and university policies.
• Coordinate academic scheduling, financial approvals, records management, accreditation documentation, and departmental events to support effective departmental operations.
• Lead and coordinate day-to-day administrative workflows, ensuring consistent service delivery, effective workload distribution, and operational continuity across departments.
• Support onboarding, training, and mentoring of administrative staff while developing procedures, promoting best practices, and fostering a collaborative team environment.

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/office administration program with three to five years’ related work experience (or equivalent combination of training and experience).
• Demonstrated experience coordinating complex administrative processes, managing multiple priorities, and meeting competing deadlines.
• Strong knowledge of administrative systems, records management practices, and Microsoft Office applications, with advanced proficiency in Excel.
• Excellent interpersonal, organizational, written, and verbal communication skills, with a strong customer service orientation.
• Proven ability to work independently, exercise sound judgment, maintain confidentiality, and collaborate effectively with diverse stakeholders.

Assets

• Experience supporting graduate admissions, student services, or academic administration in a university setting.
• Knowledge of university policies, collective agreements, accreditation processes, and academic scheduling procedures.

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular:

• 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. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information.If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Résumé / Curriculum Vitae (CV)

Optional Documents

• Cover Letter