Executive Administrative Assistant to The Associate

1 month ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Executive Administrative Assistant to the Associate Dean Academic

**Department/Unit**
- Health - Dean's Office

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

**Posting Number**
- S327-23

**Employee Group**
- NSGEU Local 77

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

**Duration of Contract (if applicable)**

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1

**Salary**
- $25.08 - $31.80 per hour ($45,639 -$57,886 per annum, 35 hours per week).

**Classification**
- C6

**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 Faculty of Health (FH) is the second largest and one of the most complex Faculties at Dalhousie University, comprised of nine Schools/Colleges, Healthy Populations Institute, (formerly known as Atlantic Health Promotion Research Center) and in partnership with the Faculties of Medicine and Dentistry, the Centre for Collaborative Clinical Learning and Research. Accountable to the Associate Dean Academic (ADA), and reporting to the HR Manager, the Administrative Assistant provides executive administrative assistance to the Associate Dean Academic and assistance to the Academic Review Committee (ARC) Chair.

**Key Responsibilities**
- Responds to inquiries/communications on behalf of the ADA. Establishes and maintains digital files and records for the ADA.
- Manages the business of the Academic Review Committee (ARC) and is the first point of contact for same. Schedules and coordinates monthly ARC meetings; compiles, reviews, and distributes required meeting documentation, coordinates logístical arrangements and prepares minutes and reports after monthly meetings. Monitors the progress of reviews and arranges for consideration of reports to Faculty Council and Senate.
- Manages the processing of clinical placement agreements received. Review standard clinical agreements, ensuring accuracy and compliance with established standards. Liaise with facilities and Dalhousie Legal Counsel to ensure agreements are approved as appropriate, ensure school-wide agreements are signed by the Dean, and maintain faculty-wide database.
- Provides administrative support to Associate Dean Academic and three (3) Academic Integrity Officers who hear and make recommendations related to academic integrity allegations throughout the Faculty of Health. Maintains confidential files regarding each offence, scheduling of meetings, completion of transfer of information to and from Senate and annual reporting.
- Provides administrative support to the Practice Education Committee, including arranging meetings, taking minutes, and circulating pertinent information. Supports administratively with regard to preceptor training, including coordinating and managing logistics.

**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 a minimum of five years previous and progressive experience preferably in a post-secondary institution.
- Excellent written and verbal communication along with strong interpersonal skills.
- Excellent attention to detail and ability to stay organized and focused under pressure is important as well as reprioritizing and adapting as needed.
- Experience using Microsoft Office suite programs.

**Assets**
- Undergraduate degree in a related field.
- Progressive experience preferably in a post-secondary institution.
- Experience in a legal environment that requires dealing with confidential and sensitive records.
- Experience working with SharePoint.

**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**
- 1

**Open Date**
- 08/02/2023

**Close Date**
- 08/09/2023

**Open Until Filled**
- No

**Special Instructions to Applicant

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