Grad Studies Generalist Clerk

Dalhousie University; Halifax; Hybrid; CAD 38,000 - 48,000; Full time

Job summary

Dalhousie University’s Faculty of Graduate Studies seeks a Grad Studies Generalist Clerk to support graduate programs, manage student records, and coordinate engagement and development activities. You will be a primary contact for students and faculty, ensuring efficient administration and compliance with policies.

The role emphasizes discretion, confidentiality, and teamwork within a hybrid on-campus/remote environment in Nova Scotia.

Qualifications

• Business/Office administration program with approximately three to four years’ related experience (or equivalent combination of training and experience).
• Strong administrative and organizational skills with the ability to manage multiple priorities and deadlines.
• Experience providing client service and responding to inquiries from students, faculty, staff, and external stakeholders.
• Proficiency with computerized systems, databases, Microsoft Office applications, and maintaining accurate records and documentation.
• Strong written and verbal communication skills, with attention to detail and accuracy.
• Ability to work independently while exercising sound judgment, discretion, and confidentiality when handling sensitive information.

Responsibilities

• Provide administrative support for graduate student admissions, registrations, records management, and academic processes.
• Serve as a primary point of contact for students, faculty, and staff, responding to inquiries and providing guidance on policies and procedures.
• Maintain accurate and confidential student records, databases, and related documentation.
• Coordinate graduate program administrative activities, including processing forms, tracking requirements, and supporting program operations.
• Organize and support professional development programs, workshops, events, and student engagement initiatives, including scheduling, managing registration, room booking and ordering catering.
• Prepare correspondence, reports, and other administrative materials while supporting the day-to-day operations of Graduate Studies.

Skills

Strong administrative skills

Client service experience

Microsoft Office proficiency

Written and verbal communication

Confidentiality and discretion

Education

Business/Office administration program

Tools

Microsoft Office

Job description

Salary $27.60-$34.94 per hour ($46,645 - $59,042 per annum based on 32.5 hours per week)

Classification

Classification C5

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

The Faculty of Graduate Studies ( FGS ) is the premier Maritime location for advanced study, supporting over 3,500 graduate students in a research-intensive environment and offering more than 95 master’s and 45 doctoral programs. Reporting jointly to the Program Officer and Senior Manager, Professional Development & Student Engagement, the Grad Studies Generalist Clerk supports graduate student programs and records, serves as a primary contact for students and faculty, and coordinates student engagement and professional development activities.

Key Responsibilities

• Provide administrative support for graduate student admissions, registrations, records management, and academic processes.
• Serve as a primary point of contact for students, faculty, and staff, responding to inquiries and providing guidance on policies and procedures.
• Maintain accurate and confidential student records, databases, and related documentation.
• Coordinate graduate program administrative activities, including processing forms, tracking requirements, and supporting program operations.
• Organize and support professional development programs, workshops, events, and student engagement initiatives, including scheduling, managing registration, room booking and ordering catering.
• Prepare correspondence, reports, and other administrative materials while supporting the day-to-day operations of Graduate Studies.

Required Qualifications

• Business/Office administration program with approximately three to four years’ related experience (or equivalent combination of training and experience).
• Strong administrative and organizational skills with the ability to manage multiple priorities and deadlines.
• Experience providing client service and responding to inquiries from students, faculty, staff, and external stakeholders.
• Proficiency with computerized systems, databases, Microsoft Office applications, and maintaining accurate records and documentation.
• Strong written and verbal communication skills, with attention to detail and accuracy.
• Ability to work independently while exercising sound judgment, discretion, and confidentiality when handling sensitive information.

Assets

• Experience working in a graduate studies, academic administration, or student services environment, including familiarity with student information systems and university policies and procedures.

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

• Self-Awareness & Professionalism
• Integrity
• Respect & Inclusion
• Adaptability
• Knowledge & Thinking Skills

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.

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 .

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.

• defined benefit pension plan
• health and dental plans
• health spending account
• employee and family assistance program
• tuition assistance program

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Résumé / Curriculum Vitae (CV)

Optional Documents

• Cover Letter