Administrative Assistant

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 provides comprehensive administrative, financial, and program support to the Department. The role coordinates departmental operations, communications, meetings and events, records and website maintenance, financial and human resource processes, and undergraduate and graduate education activities to support the effective operation of the Department.

Key Responsibilities

• Coordinate daily administrative operations, departmental communications, records management, meetings, and website/SharePoint updates.
• Provide administrative support to faculty, including meeting logistics, event coordination, room bookings, and preparation of course and exam materials.
• Manage departmental resources, supplies, shared spaces, equipment maintenance, and special events.
• Support financial administration through account reconciliations, expense claims, financial record maintenance, and budget monitoring.
• Assist with grant-funded employee administration, including payroll documentation, offer letters, personnel records, and employment tracking.
• Provide support for undergraduate and graduate programs through tutor recruitment, academic event coordination, student support, and course evaluation processes.

Note

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

Required Qualifications

• Post secondary education in a related filed, plus, approximately three to five years’ of relevant administrative experience (or equivalent combination of training and experience).
• Proficiency in Microsoft Office including Word, Outlook, Excel, SharePoint
• Experience maintaining SharePoint sites and creating/updating website content
• Excellent communication skills, including written composition
• Ability to work independently and exercise good judgement in day-to-day administrative decisions
• Strong organizational skills with the ability to manage multiple priorities while maintaining confidentiality and professionalism

Assets

• Knowledge of Dalhousie systems (FSS (Finance Self Serve), DalBuy, Navigator, Timetable)
• Knowledge of records management practices and experience coordinating meetings, events, or academic programs.

Job Competencies

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

- Knowledge & Thinking Skills
- Communication
- Service
- Respect & Inclusion
- Adaptability

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.