Administrative Coordinator

6 months ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Administrative Coordinator

**Department/Unit**
- English

**Location**
- Halifax, Nova Scotia, Canada

**Posting Number**
- S154-24

**Employee Group**
- NSGEU Local 77

**Position Type**
- Regular, On-Going

**Duration of Contract (if applicable)**

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1.0

**Salary**
- $25.08 - $31.80 per hour ($42,378 - $53,750 per annum, 32.5 hours per week)

**Classification**
- C6

**Provisional Statement**
- This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role._

**About Dalhousie University**
- Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

**Job Summary**
- Reflecting the exciting expansion of Literary and Cultural Studies in recent years, the Dalhousie English Department offers courses devoted to a wide range of topics, from Jane Austen to Paul Auster, Dylan Thomas to Bob Dylan, King Lear to King Kong. The Administrative Coordinator is responsible for wide-ranging administrative functions in support of teaching, research, undergraduate, and honours programs for the Department of English to ensure excellent services in support of the Chair and the Department.

**Key Responsibilities**
- Ensure the efficient daily operation of department office and serve as the first point of contact for all department-related matters.
- Support the Chair with the preparation of the annual department resource allocation request; monitor and reconcile expenses on a monthly basis to ensure compliance with the operating budget; investigate discrepancies and variances; provide support for annual givings, endowment and research accounts affiliated with the department. Assist with the preparation of various financial forms.
- Coordinate the timely submission of monthly and biweekly payroll information profiles, personal information profiles, exception payment forms, time sheets, etc. for student and casual employees, part-time academic positions, research assistant positions, and postdoc appointments.
- Initiate and oversee hiring process for CUPE Part-Time Academic and Teaching Assistant appointments, as well as DFA appointments. Serve as Hiring Initiator in PeopleAdmin.
- Coordinate timetable schedules annually, working with Chair, Undergraduate Coordinator, and Graduate Coordinator. Liaise with full and part-time faculty and other departments as necessary to ensure class schedule meets academic program requirements, and classes are scheduled to meet the needs of students.
- Act as a resource person for potential applicants and registered students; respond to inquiries regarding Department’s programs, facilities, deadlines, activities, etc.

**Note**
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.

**Required Qualifications**
- Business/Office Administration diploma with three to five years of related experience (or equivalent combination of training and experience).
- Experience with administrative functions including financial processes, expense monitoring, and office communications.
- Experience in providing excellent service to clients.
- Experience in successfully coordinating and supporting administrative and operational processes, projects, and events.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams), and web-based administrative systems and office technologies.
- Demonstrated strong written communication skills and the ability to work autonomously are vital to this role.

**Assets**
- Undergraduate degree.
- Experience in a post-secondary education setting.
- Experience with Dalhousie systems such as Banner, Timetable Assistant, FAMIS, Finance Self Serve, and Navigator.

**Job Competencies**
- 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**

**Diversity Statement**
- Posting Detail Information**Number of Vacancies**
- 1

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