Administrative Assistant

Job Summary

Dalhousie University’s Faculty of Science is a research-intensive faculty that thrives on inclusive research excellence, strategic partnerships, and stakeholder engagement. Reporting to the Executive Administrator, the Administrative Assistant will perform administrative, secretarial, and client reception for the Faculty of Science.

Key Responsibilities

• Act as the department’s first point of contact. Respond to a variety of inquiries from faculty, staff, registered and prospective students, etc.
• Check online system daily for waivers from students, etc.). Follow up with professor or instructor of the class for participation/non-participation. Handle calendar for student appointments.
• Provide general administrative support to the Dean’s Office. This includes recruitment and financial documentation support; reception and administrative back-up support; and coordinating with IT Department for Dean’s Office technology needs and support.
• Maintain a good working knowledge of policies and procedures within the department in order to receive and assist visitors.
• Monitor, respond and redirect departmental e-mails, answer phones and handle incoming mail.
• Handle a variety of related support duties in the Dean’s Office, including submitting work order requests, managing the departmental key inventory, assisting with data entry tasks, organizing meetings, room bookings, and kitchen inventory.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

• Business/Administrative Professional program with approximately three years’ related work experience (or equivalent combination of training and experience).
• Proficiency in MS Office, especially Excel.
• Excellent written and verbal communication skills.
• Demonstrated strong interpersonal and organizational skills.
• Strong initiative and strong judgment as well as time management, analytical and problem-solving skills.

Assets

Job Competencies

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

– Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- 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.