Administrative Assistant to The Associate Dean

3 weeks ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

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

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

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

**Posting Number**
- S129-23

**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**
- $23.70 - $30.06 per hour ($43,142- $54,716 per annum, 35 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 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. Reporting to the HR Manager and accountable to the Associate Dean, Academic (ADA), the Administrative Assistant provides administrative support to the Associate Dean Academic and the Academic Review Committee Chair.

**Key Responsibilities**
- Schedule and maintain appointment calendar related to ADA responsibilities including committee meetings, appointments with internal and external stakeholders, boards and associations. Ensure ADA is aware of scheduling commitments and has relevant meeting materials.
- Manage 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.
- Provide administrative support to the Academic Review Committee and Practice Education Committee. Schedule and coordinate meetings, review, compile and distribute required documents, coordinate logístical arrangements. Follow through with decisions from meetings.
- Monitor the progress of reviews and arrange for consideration of reports of Academic Review Committee to Faculty Council. Ensure that all documents being sent to Senate are forwarded in a complete, accurate and timely manner.
- Back up support for four Faculty Academic Integrity Officers (AIOs) with the academic integrity process, including receiving allegation files, ensuring they are complete, assisting the AIOs with setting up meetings, preparing correspondence, and liaising with the University Senate on academic integrity matters.
- Maintain a good working knowledge of the Faculty and University policies and procedures in order to relieve the ADA and constituents of standard administrative matters in respect to Faculty, University and professional commitments.

**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**
- Business/Office Administration diploma with approximately three years’ related experience preferably in a post-secondary institution (or an equivalent combination of training and experience).
- 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.
- 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,

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