Department Administrative Assistant

1 month ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

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

**Department/Unit**
- Pharmacology

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

**Posting Number**
- S194-23

**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 FTE

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

**Classification**
- AS1

**Provisional Statement**

**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 Pharmacology offers programs in an outstanding research environment, with opportunities to work on topics ranging from intracellular signaling systems to pharmacological and physiological actions in integrated systems, helping graduates to work in academic or pharmaceutical research, the biotechnology industry and drug regulation. Reporting to the Department Administrator, the Department Administrative Assistant serves as the initial contact/resource for administrative matters, supports the logístical operation of the Department, and provides administrative and teaching support services to faculty as well as the Department Head.

**Key Responsibilities**
- Support faculty/course coordinators in a range of tasks including room bookings/technologies, learning management system, student registrations, grade submission, library services, exam formatting/editing, printing, ordering supplies, and preparation of travel claims and cheque requisitions.
- Liaise with faculty and staff regarding administrative support for a variety of areas including course schedules, syllabi, academic calendar entries and information, course timetables, exam schedules, coordination of service teaching and co-taught courses. Maintain up-to-date records and archives.
- Support Department committees, schedule and organize meetings and appointments, prepare agendas, attend meetings, prepare/distribute minutes. Assist with the coordination of annual and special events. As required, prepare and edit correspondence for the Department Head.
- Manage Seminar Program for Department by providing assistance to Seminar Coordinator and guest speakers. Coordinate necessary travel arrangements, room bookings, AV supports, and catering. Prepare itinerary and seminar notices and distribute accordingly.
- Provide additional support and cover absences as part of the Department’s administrative team, as required.

**Note**
Due to operational requirements, the successful applicant is required to work in-person on campus.

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 with approximately three to five years’ related work experience (or equivalent combination of training and experience).
- Demonstrated strong interpersonal and communication (verbal and written) skills.
- Proven attention to detail and organizational skills with the demonstrated ability to adapt, prioritize and handle multiple priorities.
- Experience taking minutes.
- Demonstrated experience with SharePoint and Microsoft Office including Word, Outlook, Excel, and PowerPoint.

**Assets**
- Experience in a university/higher education, government, or hospital setting.
- Experience in website maintenance, learning management system administration and instructional technologies.

**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**
- 05/18/2023

**Close Date**
- 06/02/2023

**Open Until Filled**
- No

**Special Instructions to Applicant

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