Continuing Pharmacy Education Administrative Secretary

This is a provisional classification. Formal classification procedures will be initiated by the Compensation & Job Evaluation Unit in approximately six months.

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 College of Pharmacy includes undergraduate and graduate programs with a mission to enhance health and wellness through pharmacy education, research and community service. As part of the College, the Continuing Pharmacy Education’s (CPE) quality programs offer a range of learning opportunities and experiences that support the practice needs of the health care community, providing an environment for lifelong learning and competency enhancement. Reporting to the Administrative Manager, College of Pharmacy, and working closely with the CPE Coordinator, the CPE Administrative Secretary will carry out a wide range of administrative functions in support of CPE’s programs and infrastructure.

Key Responsibilities

• Serve as first point of contact and liaison for learners, provincial pharmacy associations, regulatory bodies, and other external partners. Answer inquiries by phone and e-mail, providing excellent customer service.
• Prepare and distribute mass e-mails, social media posts (e.g., Facebook, Twitter, Linkedin, blogs), and program announcements. As required, create invitations and promotional material.
• Coordinate CPE programs. Manage online registration; logistics including booking venues, equipment, catering; and travel arrangements and payment for program coordinators and speakers. Order and compile program inventory and materials. Summarize evaluation forms.
• Draft and regularly review CPE’s budget, ensuring revenues and expenditures are on track and making recommendations as required. Complete deposits, invoices, payments, cheque requisitions, journal entries, purchasing orders, travel claims and payroll.
• Develop and maintain a variety of mailing lists and databases, running reports as required.
• Upload programs and related documents to Brightspace and to the CPE website. Maintain the CPE website. Liaise with internal and external supports to maintain the website, and online registration and payment systems.

Note

This position provides evening webinar support approximately once per month, and weekend support approximately once per year. Scheduling and compensation will be in accordance with the collective agreement.

Qualifications

Business/Office Administration diploma with approximately three to four years’ related experience (or equivalent combination of training and experience) is required. Must have demonstrated strong computer skills with proven experience both learning and using a variety of computer programs. Experience with website content development and maintenance is required, as is proficiency in MS Office (Word, Excel, Access, and PowerPoint). Ideally the successful candidate will have experience with Brightspace or similar learning management systems. Prior financial experience (e.g. budgets, invoicing, journal entries) is required. Strong customer service, interpersonal and communication (verbal and written) skills are required. Must demonstrate strong attention to detail and organizational skills while working independently.

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 for NSGEU local 77 are given first consideration and will be notified regarding the status of their application. All other applicants will be considered when there is no qualified internal candidate.

We thank all applicants for their interest, however, only candidates selected for an interview will be contacted.

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.