Administrative Assistant

About Dalhousie University

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 19,000 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 Department of Physiology and Biophysics researches biological systems and how cells, tissues and organs function. The Department teaches undergraduate courses, and delivers Masters and PhD graduate programs. Reporting to the Department Administrator, the Administrative Assistant position functions as part of the Department’s administrative team, providing support services to the Department and the Department Head.

Key Responsibilities

• Responsible for Department communications; convey internal information to faculty & staff and maintain contact lists; provide information on Department policies & procedures, answer and direct external contacts; keep the Department (dal.ca) website current.
• Assist Chair in planning graduate Seminar Series, assemble materials, prepare documents, distribute advertising, book rooms, coordinate meetings, accommodation, and transportation with speaker.
• Develop and maintain Department SharePoint site, organize & update administrative files (policies, processes and documents) in SharePoint following established records management procedures.
• Coordinate logistics for meetings and special events in the department, book rooms/venues, order catering, and arrange travel and accommodations.
• Prepare Student Ratings for Instruction for undergraduate course.
• Provide support to Department Head, prepare correspondence, maintain schedule, and keep Department Head current on priorities and issues.

Note Qualifications

Business/office administration program with three to five years’ administrative experience (or equivalent combination of training and experience) is required. Proficiency in Microsoft Office including Word, Outlook, Excel, Excel, PowerPoint is required. Experience in SharePoint and updating websites preferred. Experience with Brightspace would be an asset. Excellent communication and interpersonal skills required. High level of confidentiality and professional practice as demanded by access to sensitive information. Strong organizational skills and demonstrated ability to handle multiple priorities is key.

Job Competencies 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

Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. 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 Human Resources.

Diversity Statement

Dalhousie University is committed to fostering a collegial culture grounded in diversity and inclusiveness. The university encourages applications from Indigenous persons, persons with a disability, racially visible persons, women, persons of a minority sexual orientation and/or gender identity, and all candidates who would contribute to the diversity of our community. For more information, please visit www.dal.ca/hiringfordiversity.