Administrative Assistant, Mathematics

1 month ago

Wolfville, Nova Scotia, Canada Acadia University Full time

Position: Administrative Assistant
Department: Department of Mathematics & Statistics
Position Type: SEIU Administrative Assistant 3, Full-time
Date Posted: August 1, 2024
Application Deadline: August 16, 2024 at 11:59PM
Competition #: 24-30-AU
Salary: $44,089 per annum (SEIU Administrative Assistant 3). Salary increases to $50,371 following successful completion of 6-month probation period.
Benefits: Our total compensation package includes a defined benefit pension plan, health and dental plan, Telemedicine with Greenshield Health, health spending account, life insurance, optional life insurance, AD&D insurance, long-term disability insurance, employee and family assistance program, tuition discount for employees and their dependents, free gym facility membership, 3 weeks vacation increasing with years of service, university paid holidays including winter break closure.

Qualifications
  • We are seeking a candidate who has proven experience delivering a high level of client service and demonstrated ability to think clearly, resolve issues, pay attention to details, and take initiative.
  • Completion of a recognized program in office/business administration or Degree combined with 5 years related work experience.
  • Demonstrated strong analytical skills and ability to work to a high level of accuracy, maintain confidentiality, and be flexible to regularly changing priorities are necessary.
  • Advanced financial and budget experience, with demonstrated ability to reconcile accounts in a detailed and timely manner.
  • Manage and maintain a professional office both physically and electronically.
  • Applicants must be highly proficient in the use of Microsoft Office applications. Experience with database management is necessary; familiarity with the Colleague database would be an asset.
  • Web and social media presence management would be an asset.
  • Familiarity with Acadia's academic programs and administrative procedures is an asset.

For further information or to request a detailed job description, please contact Keilani Tupper at

Responsibilities

Acadia seeks a full-time Administrative Assistant in the Department of Mathematics and Statistics to provide administrative support for all departmental activities. The Administrative Assistant will manage initiatives that support the Department Head, faculty, and students while ensuring the effective and efficient workflow and operation of the Department. This also includes supporting the Mathematics and Statistics Help Centre and overseeing and operating the Rothberger Mathematics Library.

Duties will include:

  • Managing the department's finances, including drafting the Department's annual non-salary budget. Other financial responsibilities include tracking of expenditures through purchase orders and procurement cards, maintaining accounting database, and proactively providing accurate and detailed financial reports for professional development funds and the department budget.
  • Managing the human resources and finances for the department's large number of Teaching Assistants.
  • Assisting with timetable development and managing ongoing issues with the scheduling of courses.
  • Tracking enrolment of students and regularly reviewing student records to ensure they are meeting degree requirements. Inquiries are frequently regarding course registration/options and academic regulations.
  • Receiving visitors, calls and other contacts to the department and providing informed responses to inquiries and referrals as appropriate.
  • Supporting both graduate and undergraduate students within the department and providing assistance to service departments when requested.
  • Supporting the Mathematics and Statistics Help Centre including operations, queries, and room bookings.
  • Overseeing and operating the Rothberger Mathematics Library, consulting with the Vaughan Memorial Library when necessary.
  • Support marketing and promotion of the department and its activities through the maintenance of the departmental website, social media, and other communication channels.
  • Preparation of routine correspondence, records management, preparation of reports and scheduling meetings.


TO APPLY: To apply for this opportunity, click on the "Apply Now" button and upload your cover letter, resume, and professional references.

Please be advised that only those invited for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.

The University invites applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from Aboriginal people, African Nova Scotians, persons with disabilities, visible minorities, women, and persons of any minority sexual orientation or gender identity. Consistent with the principles of employment equity, the primary criterion for appointment to a position is qualifications and professional excellence. Candidates who identify as a member of one of the afore-mentioned groups, and who wish to have the application considered as such, are invited to submit the online Employment Equity Voluntary Self-Identification Form as part of their application package.

The university will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. If you require accommodation because of a disability or for any other reason during the interview process, please contact

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