Administrative Assistant

Job Summary

Reporting to the Associate Dean, Academic (ADA), the Administrative Assistant provides administrative and organizational support to the Associate Dean for various Faculty of Computer Science (FCS) academic activities and new initiatives. In addition, this position coordinates and supports the Academic Integrity Office and the Academic Integrity process in the FCS.

Key Responsibilities

Oversees the ADA’s calendars, prioritizing meeting and event requests, and ensuring adequate preparation and briefings, providing meeting-related materials, etc. Advises the ADA of upcoming commitments, potential conflicts, urgent matters and issues regarding scheduling. Answers or directs inquiries when made in person, by telephone, email or Teams in an effective, personal, student-focused and proactive manner. Assists the ADA by reading, researching, routing correspondence and drafting letters and documents.

Assists with special projects or events when requested. Manages the administration of the academic integrity process that supports the Academic Integrity Officers for FCS, which includes communicating with the Senate Office, drafting letters, setting up meetings, and creating and submitting any required paperwork. Assists in the organization and training of the delivery of academic integrity information through workshops, during student orientations, or on-demand information sessions to faculty or students. Collects and tracks statistics regarding FCS academic integrity cases, including reviewing decisions for consistency and coherence.

Note The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines. Required Qualifications Office administrative program with approximately two to three years’ experience in an academic environment (or equivalent combination of training and experience). Proficiency with Microsoft 365 (particularly Outlook, Word, and Excel). Excellent organizational, planning and management skills, as well as the ability to juggle multiple projects at the same time.

Strong verbal and written communication skills. Proven ability to exercise sound judgement and problem solve. Assets Ability to learn automation within the Office 365 (Power tools). Job Competencies The successful candidate is expected to demonstrate proficiency in Dalhousie’s competencies, in particular: Self-Awareness & Professionalism Respect & Inclusion Knowledge & Thinking Skills Communication Service Additional Information Application Consideration Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration.

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 People and Culture. 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.

In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.