Administrative Assistant IV – Faculty of Science Advising Centre

Date Posted: December 19, 2025

Posting Deadline: January 7, 2026

Department: Faculty of Science Advising Centre

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 to join our Faculty of Science Advising Centre 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

Administrative Assistant IV for the Faculty of Science Advising Centre works as a staff member of the Faculty of Science. Under the direct supervision of the Senior Academic Advisor, the Administrative Assistant provides administrative and clerical support to the Science Advising Centre including functions of the Dean, Associate Deans, and Science Academic Advisors, as appropriate. This role is the first point of contact to respond to basic inquiries from all students, faculty, University staff, and external persons, and provides appropriate referrals for complex inquiries. The Administrative Assistant is a resource and point of liaison to the departments in the Faculty of Science, and other units within the University.

Under the direction of the Senior Academic Advisor, the Administrative Assistant IV - Faculty of Science Advising Centre:

• Assists Science Advising Centre staff and Associate Deans with booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.
• Maintains information on students employed by the Science Advising Centre or Associate Deans. Prepares reports as required by the Dean's Office.
• In accordance with the Academic Calendar, provides front-line academic information and advice to students including, but not limited to reviewing and advising on course pre-requisites, providing advice on the required forms to complete, class withdraw processes and upcoming deadlines.
• Prepares required meeting materials for student meetings with Academic Advisors and Associate Deans:
• Retrieves and screens confidential student records from student systems and updates files as necessary.
• Develops and coordinates reports for various external and internal awards.
• Responsible for filing and providing requested administrative and clerical support to Science Advising Centre.
• Facilitates make-up final examination service: provides information to faculty, coordinates recruitment and scheduling of proctors, prepares payroll forms for proctors, receives and distributes completed final examinations.
• Maintains Science Advising Centre databases (course outlines, Declaration of Extenuating Circumstances, Deferred Final Examinations, Student Travel Fund disbursements).
• Support SNAP Centre (peer tutoring) operations, including scheduling and payroll.
• Creates and maintains the filing systems; organizes electronic and hard-copy files and filing systems and ensures backup and protection of material. (e.g. meeting minutes, policies, etc.).
• Responsible for document and word processing; generates various documents using standard software packages from handwritten/draft copies, including memos, manuals, protocol forms.
• Maintains confidential materials (tests, exams, protocols, etc.).
• Back-up for the room booking system for the Faculty of Science which includes arranging room bookings, contacting departments and providing confirmations.
• Organizes all purchasing delegated by the Dean of Science and maintains appropriate records; maintains and orders office supplies and materials, as required.
• Assists with document preparation and distribution associated with Science Advising Centre activities (e.g., reports, memo, tests, quizzes, manuals, assignments, contracts, etc.).
• Responsible for mail/correspondence; includes collecting, sorting, and distributing the incoming mail and correspondence. Processes outgoing mail, correspondence and courier packages. (e.g. prepare customs and other forms for international couriers).

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant IV - Faculty of Science Advising Centre will have:

• Experience working in university environment.
• Experience with SCT Banner considered an asset.
• A minimum 1 year directly related experience.
• Proficiency in Microsoft Suite.
• The ability to transcribe technical, scientific documents.
• A minimum typing speed of 40 wpm; proofreading skills
• 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.
• Experience with shorthand writing is considered an asset.
• Ability to handle and maintain confidential material.
• Experience with website maintenace is considered 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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