Executive Assistant and Communications Coordinator

1 month ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Executive Assistant and Communications Coordinator

**Department/Unit**
- Registrar's Office

**Location**
- Halifax

**Posting Number**
- S465-22

**Employee Group**
- DPMG

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

**Duration of Contract (if applicable)**

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1.0

**Salary**
- $48,529 - $64,821 per annum

**Classification**
- ADM-04

**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 Registrar’s Office (RO) is a large, multi-unit, multi-site operation involved in the entire academic experience of Dalhousie students, from recruitment and admissions through to convocation and beyond. Reporting to the Assistant Vice-President, Enrolment Management and University Registrar, the Executive Assistant and Communications Coordinator is responsible for ensuring that the strategic and operational objectives of the Registrar’s Office’s mandate are met. This is achieved through the provision of exceptional executive-level support, planning, and coordination for the Registrar, and day-to-day administration of the Registrar’s portfolio.

**Key Responsibilities**
- Prepare, compose, and edit a variety of documents; including highly confidential correspondence, presentations, briefing materials and proposals for matters regarding students, personnel, university business and financial records; synthesizing and formatting documents ensuring materials are submitted by others as required.
- Develop and source detailed support materials and agendas, prepare speaking notes, policy documents and consult on approach to issues, to ensure the Registrar is appropriately briefed and prepared for meetings, events and other engagements.
- Support strategic initiatives through research, determining best practice and preparation of briefing notes.
- Facilitate the work of the senior management team by identifying emerging issues and opportunities between units and by making recommendations that enhance processes that support the Registrar’s priorities.
- Support the development and implementation of an office-wide communications and marketing plan in support of Registrar’s Office strategic priorities.
- On behalf of the Registrar, respond independently to a variety of written, in-person or telephone inquiries or complaints directed to the Registrar from students, parents, staff, university faculty, Dean’s Offices, external institutions, agencies etc.; redirect as appropriate. Access Banner as required for student record information.

**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**
- Undergraduate degree or equivalent, plus five years’ experience supporting a senior administrative professional, preferably in a post-secondary environment (or an equivalent combination of training and experience).
- Superior written and verbal communication skills (editing, proofreading, writing).
- Proficiency with productivity tools, including Outlook, Word, Excel, Sharepoint/One Drive, Teams and Banner production.
- Excellent organizational skills and a demonstrated ability in managing multiple priorities, as well as the demonstrated ability to manage highly confidential information.
- Communications experience.
- Possess tact, diplomacy, judgment, confidence, and initiative.

**Assets**
- Experience with SARS-GRID.
- Experience and knowledge of event planning.

**Job Competencies**
Adaptability
- Knowledge & Thinking Skills
- Communication
- Thinking and Acting Strategically
- Relationship Building

**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 ass

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