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Administrative Assistant

1 month ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

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

**Department/Unit**
- Chemistry

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

**Posting Number**
- S168-24

**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**
- $25.26 - $31.97 per hour ($42,687 - $54,033 per annum, 32.5 hours per week)

**Classification**
- C5

**Provisional Statement**
- This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

**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 Chemistry provides excellent undergraduate programs, as well as advanced instruction at the graduate and research levels. Reporting to the Departmental Administrator, the Administrative Assistant will provide support to faculty, staff, and students in the Department of Chemistry.

**Key Responsibilities**
- Maintain and initiate payroll documentation for faculty, staff, grant-paid staff, and students. Prepare related biweekly or exception basis payroll. Act as principal liaison with Faculty of Science Dean’s Office and central university units regarding payroll questions and issues.
- Develop and maintain a variety of databases including databases for Department safety training certification, incident reports, alumni information, and Facility Management work/visits.
- Develop and organize correspondence and communications, including mass communications. Support the preparation of brochures, reports, newsletters and other material (e.g. formatting, typing, arranging for printing). Prepare and post items to social media, check and update website on a regular basis.
- Coordinate stakeholder events, visiting seminar speaker series and other department events. Communicate with invited guests, speakers. Book accommodations, order and deliver refreshments. Assist visiting speakers with expense reimbursements.

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

**Required Qualifications**
- Business/Office Administration program plus three to five years’ related experience (or equivalent combination of training and experience).
- Excellent client service, teamwork, interpersonal and communication (verbal and written) skills are essential.
- Solid organizational skills with the demonstrated ability to work independently in a busy office environment while maintaining accuracy and attention to detail.
- Experience taking minutes of meetings.

**Assets**
- Previous experience with and/or familiarity with university and academic regulations and processes.

**Job Competencies**
Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication

**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**
- 05/23/2024

**Close Date**
- 05/30/2024

**Open Until Filled**
- No

**Special Instructions to Applicant

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