Undergraduate Program Assistant

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

Job summary

Dalhousie University in Halifax, Nova Scotia, is seeking an Undergraduate Programs Assistant to provide critical administrative support for undergraduate programs, student services, scholarships, co-op programs, and graduation processes within the Faculty of Computer Science.

Reporting to the Academic Programs Manager, you will help manage records, degree audits, and inquiries on curriculum and policies, while coordinating scholarships and student engagement activities tailored to a busy

Qualifications

• Business/Office Administration diploma plus a minimum of two years’ related administrative experience (or an equivalent combination of training and experience).
• Demonstrated experience providing administrative support in a fast-paced environment, with strong organizational, records management, and time-management skills.
• Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Excellent interpersonal, verbal, and written communication skills, with a proven ability to collaborate effectively with diverse stakeholders and work independently with minimal supervision.

Responsibilities

• Provide comprehensive administrative support for undergraduate programs, including student advising, records management, program administration, degree audits, and responding to inquiries on academic regulations, policies, and curriculum requirements.
• Coordinate undergraduate scholarships, awards, and recognition programs, including candidate identification, application administration, recipient selection support, records management, and communications with students and university stakeholders.
• Support the administration of co-operative education programs by monitoring student eligibility, coordinating work-term registration and reporting processes, maintaining records, and liaising with internal and external partners.
• Administer graduation and convocation processes by reviewing degree requirements, confirming program completion, identifying certificate eligibility, preparing graduation lists, and coordinating submissions to Senate.
• Coordinate undergraduate student exchange and research award programs, including application management, student communications, reporting, payroll documentation, and collaboration with university departments and faculty members.
• Support student engagement, recruitment, and outreach initiatives through participation in academic fairs, orientation activities, information sessions, workshops, and partnerships with student societies and campus stakeholders.

Skills

Administrative support

Communication

Time management

Organizational skills

Interpersonal skills

Education

Business/Office Administration diploma

Tools

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

SharePoint

OneDrive

Banner

Scanning software

Electronic records management systems

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 Computer Science ( FCS ) offers degrees tailored to match individual interests in a high-tech discipline at the forefront of innovation. Staff work with faculty members to help build a foundation for student success as students prepare, through academics and research, for a career in one of the world’s hottest growth industries. Reporting to the Academic Programs Manager, the Undergraduate Programs Assistant provides administrative support for undergraduate programs, student services, scholarships and awards, co-op programs, and graduation processes within the Faculty of Computer Science.

Key Responsibilities

• Provide comprehensive administrative support for undergraduate programs, including student advising, records management, program administration, degree audits, and responding to inquiries on academic regulations, policies, and curriculum requirements.
• Coordinate undergraduate scholarships, awards, and recognition programs, including candidate identification, application administration, recipient selection support, records management, and communications with students and university stakeholders.
• Support the administration of co-operative education programs by monitoring student eligibility, coordinating work-term registration and reporting processes, maintaining records, and liaising with internal and external partners.
• Administer graduation and convocation processes by reviewing degree requirements, confirming program completion, identifying certificate eligibility, preparing graduation lists, and coordinating submissions to Senate.
• Coordinate undergraduate student exchange and research award programs, including application management, student communications, reporting, payroll documentation, and collaboration with university departments and faculty members.
• Support student engagement, recruitment, and outreach initiatives through participation in academic fairs, orientation activities, information sessions, workshops, and partnerships with student societies and campus stakeholders.

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 diploma plus a minimum of two years’ related administrative experience (or an equivalent combination of training and experience).
• Demonstrated experience providing administrative support in a fast-paced environment, with strong organizational, records management, and time-management skills.
• Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Excellent interpersonal, verbal, and written communication skills, with a proven ability to collaborate effectively with diverse stakeholders and work independently with minimal supervision.

Assets

• Experience working in a university, post-secondary, or similar administrative environment.
• Experience coordinating projects and managing multiple priorities while meeting competing deadlines.
• Familiarity with Banner, scanning software, and electronic records management systems.

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 (*).