Administrative Assistant 50 views


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 Department of Family Medicine strives to provide leadership by advancing the discipline of family medicine through research and education in primary health care, teaching family medicine residents and Dalhousie medical students, and demonstrating our commitment to lifelong learning and the dissemination of knowledge to Maritime family physicians. Reporting to the Financial Manager with accountability to the Department Head, the Administrative Assistant will provide high-level administrative assistance for the Department Head and Medical Director as well as all processes stemming from their offices, ensuring timely and thorough support.

Key Responsibilities

  • Schedule meetings and appointments for the Department Head and Medical Director. Support their hospital, University, provincial and professional commitments. Prepare and format a variety of documents and meeting packages. Maintain all associated filing.
  • Support a variety of committee meetings. Draft agendas. Track, compile and distribute materials. Book rooms and equipment. Record and transcribe minutes. Anticipate issues and provide appropriate documents for review. Follow-up on meeting decisions as appropriate.
  • Oversee the administrative aspects of a variety of processes including the physician activity tracking database; faculty recruitment/selection; Self-Study, Survey and Search process; Appointment & Promotions Committee; and strategic planning events.
  • Provide administrative support for Academic Funding Plan (AFP) negotiations and deliverables reporting by creating and maintaining various tracking tools; and for annual Career Development Reviews (CDR) between Department Head and individual AFP faculty members.

Note Qualifications

Business/Office Administration program with approximately five years’ previous administrative work experience in a complex and fast-paced environment (or equivalent combination of training and experience). Must have proven experience in MS Office (Word, PowerPoint, Excel, OneDrive, etc) and database management, as well as demonstrated ability to learn new software. Demonstrated minute taking experience with strong communication skills (written and verbal) is required. Must have proven ability to independently multitask and prioritize workload with strong attention to detail. Interpersonal, analytical, and problem-solving skills are required as is the proven ability to work with confidential information.

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.

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