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Administrative Assistant to Department Head

4 months ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Administrative Assistant to Department Head

**Department/Unit**
- Psychiatry

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

**Posting Number**
- S165-24

**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**
- $25.26 - $31.97 per hour ($45,970- $58,189 per annum, 35 hours per week)

**Classification**
- C5

**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**
- The Department of Psychiatry is a large, complex clinical and academic department that provides patient care, delivers education and conducts research in psychiatric illness and treatment. The department is an administrative unit of three separate institutions: Dalhousie University, Faculty of Medicine, the Central Zone of Nova Scotia Health and IWK Health. Reporting to the Chief Operating Officer, the Administrative Assistant provides daily assistance and administrative support to the Department Head of Psychiatry, and to the Executive Leadership Team including the Chief Operating Officer.

**Key Responsibilities**
- Maintain sound working knowledge of department, hospital and university policies, procedures, deadlines, etc to coordinate the efficient daily operations of Department Head’s office and relieve Department Head of standard administrative matters.
- Act as departmental information liaison for a large and complex department, assessing, and resolving issues and addressing questions related to the day-to-day functions of the executive office. Prepare and transmit regular communications to over 250 clinical academic faculty and department members.
- Maintain the daily schedule for the Department Head scheduling meetings and appointments and arranging for teleconferences and virtual meetings. Provide preparatory materials necessary to the Head’s day’s work as required prior to the scheduled meeting or event.
- Act as Department Head’s first point of contact with individuals from within the Department, the University, external stakeholders, government officials and departments.
- Support a variety of committee meetings. Draft agendas. Track, compile, and distribute materials. Book rooms and equipment. Record and transcribe minutes. Anticipate issues and provide appropriate documents for review. Follow-up on meeting decisions as appropriate.

**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 program with five years’ progressive related experience as a senior administrative assistant (or equivalent combination of experience and training) preferably in a clinical/academic environment.
- Proficiency in standard office software packages including Microsoft Word, Excel, Outlook, PowerPoint and database programs.
- Demonstrated ability to exercise judgment, discretion and diplomacy in dealing with information that is highly sensitive and confidential.
- Excellent time management skills, and a strong attention to detail.
- Strong interpersonal and customer service skills with an ability to work within a team oriented environment.
- Organizational skills essential and the ability to multitask and work under pressure.

**Assets**

**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

**Open Date**
- 05/23/2024

**Close Date**
- 06/06/2024

**Open Until Filled**
- No

**Special Instructions to Applicant