Administrative Assistant

3 days ago

Saint John, Canada Dalhousie University Full time $26 - $33

Job Summary

Dalhousie Medicine New Brunswick (DMNB) is a campus of Dalhousie’s Faculty of Medicine. The main administrative office is located on the UNB Campus in Saint John. Reporting to the Director of Operations, the Administrative Assistant is responsible for providing administrative support to the DMNB Senior Associate Dean, Assistant Dean Clerkship, Assistant Dean Pre-Clerkship DMNB, Chief Operating Officer, and Director of Operations. The Administrative Assistant is the main liaison for the DMNB senior leadership team and interacts with university, hospital, government officials, and their executive assistants, faculty, staff, students, and other stakeholders.

Key Responsibilities

  • Maintains a sound working knowledge of policies, procedures, current issues and projects, in order to provide effective secretarial and reception services and to appropriately respond to appointment and meeting requests.
  • Coordinates, manages, maintains and communicates the daily/weekly schedules of meetings, appointments, conferences and events resolving calendar-related issues, in accordance with fluctuating priorities, and ensures availability of pertinent materials.
  • Receives students, staff, faculty, and others presenting for appointments and greets those without appointments; uses discretion and judgment to schedule appointments or redirect as appropriate.
  • Provides administrative support for Faculty of Medicine and DMNB committees and groups, including, but not limited to; maintaining and communicating on meetings and reserving meeting spaces, creating and distributing meeting agendas, and maintaining and distributing meeting minutes.
  • Provides support for DMNB special and annual events including public receptions, events/activities, dinners, meetings, ceremonies, site visits and university promotional tours.
  • Other clerical duties, as required.

Required Qualifications

  • Business/Office Administration diploma plus approximately two to three years’ related experience (or equivalent combination of training and experience).
  • Excellent communication and organization skills required with the ability to work in a team environment.
  • Demonstrated ability to manage and organize workload, multi-task, and meet a variety of deadlines.
  • Strong ability to exercise initiative, work independently, and handle sensitive and confidential issues.
  • Proficiency in SharePoint and Microsoft Office (e.g. Word, Excel, PowerPoint, Teams).
  • Experience taking minutes of meetings.

Assets

  • Previous experience in an academic, government, and/or hospital setting.

Job Competencies

  • Self-Awareness & Professionalism
  • Integrity
  • Knowledge & Thinking Skills
  • Communication
  • Service

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

Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. All other applications will be considered when there is no qualified candidate from the bargaining unit. We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community.

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