Department and Division Coordinator

Job Summary

Community Health and Epidemiology (CH&E) is a research-intensive academic and clinical department within the Faculty of Medicine, focused on developing the analytical and evaluative skills needed to address disease prevention, health promotion, and community health system challenges. Reporting to the Department Administrator, the Department & Division Coordinator provides administrative support for departmental operations and the division of Public Health and Preventive Medicine (PHPM), leadership, committees, residency and graduate education programs, ensuring the effective coordination of office, academic, and program activities.

Key Responsibilities

• Provide comprehensive administrative support for department operations, including reception services, office management, communications, records management, meeting coordination, and departmental events.
• Support Department and Division leadership by managing calendars, scheduling meetings, preparing correspondence and meeting materials, and coordinating expense claims and related administrative activities.
• Coordinate committee administration by organizing meetings, maintaining confidential records, tracking deadlines, preparing documentation, recording minutes, and supporting faculty appointment, promotion, tenure, and recruitment processes.
• Deliver administrative support for residency and graduate education programs, serving as a key contact for students, residents, faculty, and external stakeholders on program-related matters.
• Coordinate academic program activities including student and resident recruitment, onboarding, awards administration, assessments, curriculum scheduling, placements, rotations, attendance tracking, and leave management.
• Administer educational systems, accreditation and review processes, and program reporting requirements, ensuring accurate records, regulatory compliance, confidentiality, and the effective delivery of academic programs.

Note

The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

• Business/Administrative Professional diploma plus approximately three to five years of related work experience (or equivalent combination of training and experience).
• Advanced proficiency in Microsoft Office Suite and collaboration tools, including Word, Outlook, Excel, PowerPoint, Access, and SharePoint.
• Excellent communication and interpersonal skills, with the ability to effectively interact with diverse stakeholders.
• Demonstrated ability to work in a high-profile, confidential environment while exercising sound judgment and professionalism.
• Strong organizational, time management, and multitasking skills, with the ability to manage competing priorities and deadlines.

Assets

• Experience or training in program administration.
• Administrative experience within a post-secondary, academic, healthcare, or government environment.
• Knowledge of records management practices, academic administration, or student/residency program support processes.

Job Competencies

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

- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- 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.