Graduate and Administrative Assistant

2 weeks ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Graduate and Administrative Assistant

**Department/Unit**
- Mathematics & Statistics

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

**Posting Number**
- S117-23

**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**
- $23.70 - $30.06 per hour ($40,061 - $50,808 per annum, 32.5 hours per week)

**Classification**
- C5

**Provisional Statement**
This is a provisional classification. Formal classification procedures will be initiated by the Job Design Unit in approximately six months.

**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 Mathematics and Statistics provides excellent undergraduate programs, as well as advanced instruction at the graduate and research levels. Reporting to the Department Administrator, the Graduate and Administrative Assistant will provide administrative support to the Graduate Coordinators & Graduate Committee for both Mathematics & Statistics.

**Key Responsibilities**
- Respond to a wide variety of inquiries from potential and current students as well as faculty, staff, and the general public. Proofread and update a range of informational material for students in consultation with the Graduate Coordinators. Ensure students and faculty are aware of upcoming important dates.
- Prepare forms for graduate students’ thesis defences, collect signatures, and submit forms. Announce defences. Make accommodation and travel arrangements for defence examiners, and assist with reimbursement process. Confirm and submit convocation reports to the Faculty of Graduate Studies.
- Assist with academic timetable duties including data entry; reviewing for accuracy; and monitoring timetable waitlists for availability and notifying students.
- Serve as one of two back-up receptionists on a weekly basis, including answering, screening, and redirecting inquiries, greeting visitors, scheduling room bookings, and signing equipment in and out. Act as backup for the Payroll & Financial Assistant for data entry and payroll.

**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.
Dalhousie’s vaccine mandate has been suspended at this time, and employees no longer need to provide proof of full vaccination. However, health and safety risks to our community will continue to be monitored and a vaccine mandate may be reinstated if necessary.

**Required Qualifications**
- Business/Office Administration diploma plus approximately three to five years’ relevant experience
- Strong attention to detail and record keeping skills.
- Ability to work both independently and as part of a team.
- Demonstrated communication (verbal and written) and interpersonal skills.
- Advanced computer proficiency in Microsoft 365 (Word, Outlook
- Experience with Acrobat Reader, web-based administrative systems and office technologies.

**Assets**
- Previous experience with Banner and/or Navigator.
- Experience within a university or post-secondary environment.

**Job Competencies**

**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**
- One (1)

**Open Date**
- 03/27/2023

**Close Date**
- 04/03/2023

**Open Until Filled**
- No

**Special Instructions to Applicant

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