Department and Division Coordinator

Dalhousie University; Halifax; Hybrid; CAD 40,000 - 51,000; Full time

Job summary

Dalhousie University in Halifax, Nova Scotia, invites applications for the Department & Division Coordinator in Community Health and Epidemiology. You will provide administrative support for department operations and lead coordination of meetings and events.

The role requires a Business/ Administrative Professional diploma and 3–5 years of related experience, plus advanced MS Office and SharePoint skills. You will handle confidential information with professionalism; hybrid work is available.

Qualifications

• Business/Administrative Professional diploma required with 3–5 years of related experience (or equivalent).
• Advanced proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, Access, SharePoint).
• Excellent communication and interpersonal skills for interacting with diverse stakeholders.
• Experience working in a high-profile, confidential environment with sound judgment and professionalism.
• Strong organizational, time-management and multitasking abilities to manage competing priorities.

Responsibilities

• Provide comprehensive administrative support for department operations, including reception, office management, communications, records management, and events.
• Manage calendars, schedule meetings, prepare correspondence and materials, and coordinate expense claims.
• Coordinate committee administration, track deadlines, record minutes, and support recruitment and promotion processes.
• Deliver administrative support for residency and graduate education programs, acting as a main contact for students, residents, faculty, and external stakeholders.
• Coordinate academic program activities including recruitment, onboarding, awards, assessments, curriculums, placements, leave management.
• Administer educational systems, accreditation and program reporting, ensuring confidential records and regulatory compliance.

Skills

Communication

Interpersonal skills

Organization

Time management

Multitasking

Education

Business/Administrative Professional diploma

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

SharePoint

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

Community Health and Epidemiology (CH&E) is a research-intensive academic and clinical department within the Faculty of Medicine, focused on developing the analytical and evaluative skills needed to address disease prevention, health promotion, and community health system challenges. Reporting to the Department Administrator, the Department & Division Coordinator provides administrative support for departmental operations and the division of Public Health and Preventive Medicine ( PHPM ), leadership, committees, residency and graduate education programs, ensuring the effective coordination of office, academic, and program activities.

Key Responsibilities

• Provide comprehensive administrative support for department operations, including reception services, office management, communications, records management, meeting coordination, and departmental events.
• Support Department and Division leadership by managing calendars, scheduling meetings, preparing correspondence and meeting materials, and coordinating expense claims and related administrative activities.
• Coordinate committee administration by organizing meetings, maintaining confidential records, tracking deadlines, preparing documentation, recording minutes, and supporting faculty appointment, promotion, tenure, and recruitment processes.
• Deliver administrative support for residency and graduate education programs, serving as a key contact for students, residents, faculty, and external stakeholders on program-related matters.
• Coordinate academic program activities including student and resident recruitment, onboarding, awards administration, assessments, curriculum scheduling, placements, rotations, attendance tracking, and leave management.
• Administer educational systems, accreditation and review processes, and program reporting requirements, ensuring accurate records, regulatory compliance, confidentiality, and the effective delivery of academic programs.

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 diploma plus approximately three to five years of related work experience (or equivalent combination of training and experience).
• Advanced proficiency in Microsoft Office Suite and collaboration tools, including Word, Outlook, Excel, PowerPoint, Access, and SharePoint.
• Excellent communication and interpersonal skills, with the ability to effectively interact with diverse stakeholders.
• Demonstrated ability to work in a high-profile, confidential environment while exercising sound judgment and professionalism.
• Strong organizational, time management, and multitasking skills, with the ability to manage competing priorities and deadlines.

Assets

• Experience or training in program administration.
• Administrative experience within a post-secondary, academic, healthcare, or government environment.
• Knowledge of records management practices, academic administration, or student/residency program support processes.

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