Administrative Assistant IV – Department of Management Sobey School of Business

Date Posted: November 21, 2025

Posting Deadline: December 5, 2025

Department: Department of Management, Sobey School of Business

Type of Employment: Permanent, Full-time

Group Affiliation: NSGEU Local 179, Group 6 ($43,410 - $51,418 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Administrative Assistant IV - Department of Management to join our Sobey School of Business team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

The Administrative Assistant IV for the Department of Management works as a staff member of the Sobey School of Business. The Administrative Assistant IV reports to the Supervisor, Administrative Services within the Sobey School of Business. This role provides secretarial and clerical support to the Chairperson of Management and other members of the academic department including full and part-time faculty, and other personnel with links to departmental activities. As the first point of contact to respond to basic enquiries from students, faculty, university staff and the external community, and, through the provision of accurate information and appropriate referrals for various inquiries, the Administrative Assistant IV plays an important role in student success and engagement. The Administrative Assistant IV is a resource and point of liaison in the Department of Management with the Dean's Office of the Sobey School and other units with the Sobey School and Saint Mary's University.

Under the direction of the Supervisor, Administrative Support Services, Administrative Assistant IV:

• Acts as a first point of contact to respond to basic enquiries from students, faculty, university staff and the external community, and, through the provision of accurate information and appropriate referrals for various inquiries.
• Answers the telephone and greets visitors. Responds to enquiries or refers to appropriate faculty member/campus community department.
• Take messages from voicemail, responds to official department and program email and fax messages, as appropriate.
• Holds and distributes material for pick-up by students, as required by instructors.
• Organizes faculty meetings, lectures, seminars, receptions and other special events, in person or on-line, including catering, agenda, notices, etc.
• Takes minutes at departmental meetings and at the request of the Chair.
• Schedules appointments and sets up meetings for the Chair.
• Creates and maintains filing systems and data bases; organizes electronic and paper files and filing systems, and ensures backup and protection of material (e.g. meeting minutes, department policies, etc.).
• In conjunction with the appropriate individuals, organizes and coordinates visiting guest's accommodations, prepares itinerary and produces & distributes advertising flyers/bulletins of event.
• Provides logistical and procedural assistance to faculty, instructors and visiting professors including liaison with Library, EIT, etc.
• Manages access to spaces and equipment in offices/meeting room/labs/study spaces for faculty, instructors, students and guests including end-of-access processes.
• Coordinates the ordering of books, teaching materials, reference copies and course packs.
• Collects teaching-related information from full and part-time faculty and reports, as required.
• Supports the Chair and their designates in carrying out their responsibilities as outlined in the SMUFU Collective Agreement (e.g. booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.).
• Manages shared department networks, drives and information repositories.
• Maintains SMU internal phone directory and email distribution lists and maintains Department website
• Moderates and maintains listservs, as required.
• Provides basic services (e.g. mail, reception, etc.) in a backup support role for other Departments/Programs in the Sobey School of Business as required because of vacation, illness, leaves, or other contingencies.
• Other related duties as assigned.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant IV, Management Department, you will have:

• Completion of High School plus one year Community College business, secretarial, or related course and minimum one-year related experience.
• Technical typing.
• Working knowledge of several software packages including Microsoft Office Suite.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Ability to work remotely and support faculty working remotely.
• Working in a university environment considered an asset.
• Website and social media communication experience an asset.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].

Saint Mary's University is one of Canada's top primarily undergraduate universities known for its international collaborations, leadership in entrepreneurship, and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada's best and feature professors who are committed to the success of their students. Saint Mary's provides our more than 6,400 students with a place that fosters possibility, excellent research opportunities, and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax, Nova Scotia, on Canada's east coast, Saint Mary's University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary's University community is committed to a prosperous future for the world-a World without limits.

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