Administrative Secretary, Admissions

2 weeks ago

Halifax, Canada Dalhousie University Full time

**Position Details**:
Position Information

**Position Title**
Administrative Secretary, Admissions

**Department/Unit**
Resource & Environmental Studies

**Location**
Halifax

**Posting Number**
S186-22

**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**
AS1

**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 more than 20,000 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**

As a leading institution for environment and resource-related scholarship in Canada and abroad, the School for Resource and Environmental Studies (SRES) has been working towards a more sustainable future for more than 40 years by offering graduate education in environmental management, science and policy. Reporting to the School’s Administrator, the Administrative Secretary, Admissions provides support for graduate programs, with specific focus on research-based graduate admissions, maintaining a good working knowledge of department and University policies and procedures - in particular, those related to Faculty of Graduate Studies (FGS) as applied to admissions and scholarship allocations - in order to act as a resource person for prospective and registered students as well as faculty.

**Key Responsibilities**
- Coordinate the graduate student admission process by receiving, organizing and tracking admission documents, completing GPA calculations and converting international GPAs to Dalhousie’s 4.3 scale, and responding to inquiries from prospective students regarding the admission process, funding, and general information on SRES’ graduate programs. Knowledge of Tri-council and Dalhousie funding mechanisms for research-based graduate students is key in this process.
- Coordinate the academic timetable, gathering and inputting information into Timetable Assistant, consulting with other departments for cross listed or co-held courses. Review draft timetable for errors, problem solving errors in consultation with the Registrar’s Office, Graduate Coordinator, and Director. Act as primary contact for any questions or issues, updating timetable throughout the year when changes are needed.
- Act as a resource person for registered students, assign mailboxes and desk space, monitor enrolments in various classes, and compile student data.
- Provide reception for the school, answering the telephone and greeting visitors.

**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.

**Qualifications**

Business/Office Administration diploma with two to five years’ related administrative experience, preferably in a university setting (or an equivalent combination of training and experience) is required. Proficiency with Microsoft Office programs, especially Excel, Outlook and Access. Experience and comfort inputting and updating databases with accuracy and attention to detail is required. Excellent communication and interpersonal skills with a demonstrated cultural competence and awareness are required. The ability to meet deadlines, prioritize work and work independently is required. A demonstrated ability to keep social media and web presence up to date would be considered an asset. Previous experience providing admission guidance and performing GPA calculations, and knowledge of Dalhousie funding and/or Tri-Council funding protocols would also be considered assets.

**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

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