Secretary Iv, Departments of Marketing

2 weeks ago

Halifax, Canada Saint Mary’s University Full time

**Date Posted: June 8 2023**

**Posting Deadline: June 22 2023**

**Department: Departments of Marketing and Economics**

**Type of Employment: Contract, Full-time
- Contract position until October 2024**

**Group Affiliation: Bargaining Unit 79, Group 6 ($40,116- $47,516 annually)**

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Secretary IV to join our Departments of Marketing & Economics.

**What we offer**

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

- Competitive compensation
- Comprehensive benefits package
- Defined Contribution Pension plan
- Vacation
- Holiday closure
- Summer hour schedule
- Employee Transit EPass through Halifax Transit

**Job Information and Responsibilities**

Under the direction of the Department Heads, the Secretary IV will:

- Act as a primary point of contact for student requests and inquiries, providing accurate information and effective referrals, with a view to support student success and enhance student experience.
- Organizes faculty meetings, lectures, seminars, receptions and other special events, in person or on-line, including catering, agenda, notices, etc.
- Creates and maintains filing systems and data bases; organizes electronic and paper files and filing systems, and ensures backup and protection of material (e.g. meeting minutes, department policies, etc.).
- Assists in organizing and coordinating activities/events including catering, agendas, notices etc.
- Serves as liaison between the Departments, the Undergraduate and Graduate Program Offices, Enrolment Services and the Faculty of Graduate Studies and Research in relation to administrative matters.
- Provides logístical and procedural assistance to faculty, instructors and visiting professors including liaison with Library, EIT, etc.
- Supports the Chairs and their designates in carrying out their responsibilities as outlined in the SMUFU Collective Agreement (e.g. booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.).
- Responsible for mail/correspondence; including collecting, sorting, distributing incoming/outgoing mail and correspondence. Processes outgoing mail and prepares and manages courier packages according to national and international importing & exporting governmental laws.
- Completes and submits student/casual payroll forms and employment contracts (for markers/graders, invigilators/proctors, teaching assistants and research support)

The Collective Agreement can be viewed here.

**Experience and Education Requirements**

To be the successful Secretary IV you will have:

- Completion of High School plus 1 year Community College business/secretarial course
- A Minimum one year related experience.
- Technical Typing and working knowledge of several software packages including Microsoft Suite.
- Ability to handle and maintain confidential material.
- Strong organizational skills and ability to function independently and as part of a team.
- Strong communication and listening skills and demonstrated ability to work under pressure.
- Working in a university environment considered an asset.
- Ability to work remotely and support faculty working remotely.
- Website and social media communication experience an asset.

**Application Details**
- Resume
- Cover Letter
- Three Professional References

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