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Administrative Assistant

3 months ago

Halifax, Canada Dalhousie University Full time
Job Summary

The Office of University Legal Counsel is responsible for managing the university’s legal affairs, provision of counsel to senior officers, and administrative and academic units on a wide range of legal issues affecting university programs, activities and operations. Reporting to the Legal Coordinator and Office Manager, the Administrative Assistant will provide high-level professional and operational support to the Associate Secretary, Board of Governors and assist in maintaining the University Secretariat’s responsibilities and expertise as the governance resource for the University. The role is also responsible for reception duties and providing administrative support to the offices of Legal Counsel and the University Secretariat.

Key Responsibilities

Assist with the preparation of Board committee meeting materials and agendas, liaising with the Associate Secretary, Board of Governors to ensure timely inclusion of long-range decision items. Manage high-priority projects for the Board of Governors, including the annual Board Orientation, Board Retreat, Board Dinner, and joint Board-Senate functions. Maintain the Board member database as part of an overall information management strategy, responding to inquiries on Board membership and service as appropriate. Organize and maintain Board records and confidential files, consistent with legislated requirements and the University Secretariat’s standards as the repository of university governance and records. Provide reception support for the Legal Counsel Office, acting as first point of contact for visitors and staff as well as provide administrative support to the Legal Counsel Office and University Secretariat as needed. Maintain the websites for both the Legal Counsel Office and University Secretariat websites, ensuring accuracy and inclusion of all relevant information on a continual basis.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

Business/Office Administration program with three years’ related work experience (or equivalent combination of training and experience). Proficiency with productivity tools including Outlook, Word, Excel, Teams, OneNote, and SharePoint/One Drive. Proven organizational skills, attention to detail, excellent written and oral communication and interpersonal skills. Demonstrated ability to exercise judgment and discretion in dealing with confidential information, and in dealing with a broad range of individuals and units (senior administration, Board members and their staff, faculty, staff and students) both internal and external to Dalhousie.

Assets

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies in particular:

- Respect & Inclusion
- Adaptability
- 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

Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.

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. 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.