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Office Administrator

4 months ago

Halifax, Canada SuperNOVA at Dalhousie University Full time

**About the Organization**

SuperNOVA is a not for profit initiative of Dalhousie University that provides experiential learning for school aged youth in Science, Technology, Engineering and Mathematics (STEM). SuperNOVA offers innovative workshops, summer camps, clubs, and community events throughout Atlantic Canada that provide youth with fun and rewarding experiences in STEM and nurture a life-long love of exploration, creativity, and academic achievement.

**Job purpose**

Your role as a SuperNOVA **Office Administrator** will be to support SuperNOVA administration and maintenance of SuperNOVA operations. During the summer (May-August) you may be required to support camp operations.

**Duties and responsibilities**

**Duties**

**Administration**
- Monitor SuperNOVA’s general phone line, responding to messages and inquiries in a timely manner.
- Liaise with parents and community contacts regarding program information.
- File financial paperwork on behalf of SuperNOVA staff to ensure timely payment and track payments and claims.
- Where necessary help to train new staff on financial processes and paperwork
- Bookkeeping and prompt payment of bills and invoices.
- Maintain SuperNOVA calendar with up to date events and information
- Responsible for maintaining office furniture, materials and supplies, and ensuring the office is presentable.
- Act as office contact and liaison with building management and Dalhousie facilities management.
- Workshop, program and event booking and scheduling
- Oversee booking and maintenance schedule for rental cars as well as SuperNOVA’s vehicle.
- Aid in reporting and surveying for SuperNOVA
- Oversee program registration and the associated software.
- Ensure program participants have the appropriate paperwork, waivers and consent necessary to attend SuperNOVA programs.
- Perform annual audit of waivers and forms that will be distributed to student participants.
- Aid in the development of tools, processes and procedures for maintaining organization across all levels of SuperNOVA.

**Technology Support**
- As needed, providing support and troubleshooting for office technologies and infrastructure.
- Providing training, as needed, to staff on operating technology.
- Creating documentation and other resources on technology operation and use.

**General Responsibilities**
- Aid where necessary in program operations, helping to coordinate student staff.
- Communicating with and supporting positive relationships with campers, parents, media, and other stakeholders.
- Ensuring that program facilities are tidy, secure, and facility policies are being followed.
- Reconcile expenses charged to SuperNOVA as per SuperNOVA procedure.
- Aiding in maintaining a healthy relationship with Dalhousie, which includes ensuring that all instructors and participants are respectful of Dalhousie University staff, property, and facilities.
- Participating in SuperNOVA training during the course of your employment
- Delivering presentations at community events and other STEM outreach opportunities.
- Adherence to SuperNOVA’s policies and procedures at all times.
- Act as an instructor for youth programming where necessary.

**Qualifications**

Undergraduate degree and possesses exceptional organizational skills and attention to detail. Experience with Google Suite, Microsoft Office, an asset. Written and oral communication skills. Proactive and enthusiastic.

**Working conditions**

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

**Salary**: From $46,215.00 per year

**Benefits**:

- Extended health care
- Flexible schedule
- Paid time off
- RRSP match

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Halifax, NS: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-07-28