Administrative Assistant to Department Head

3 weeks ago

Halifax Regional Municipality, Canada Dalhousie University Full time
Job Summary

The Department of Psychiatry is a large, complex clinical and academic department that provides patient care, delivers education and conducts research in psychiatric illness and treatment. The department is an administrative unit of three separate institutions: Dalhousie University, Faculty of Medicine, the Central Zone of Nova Scotia Health and IWK Health. Reporting to the Chief Operating Officer, the Administrative Assistant provides daily assistance and administrative support to the Department Head of Psychiatry, and to the Executive Leadership Team including the Chief Operating Officer.

Key Responsibilities

Maintain sound working knowledge of department, hospital and university policies, procedures, deadlines, etc to coordinate the efficient daily operations of Department Head’s office and relieve Department Head of standard administrative matters. Act as departmental information liaison for a large and complex department, assessing, and resolving issues and addressing questions related to the day-to-day functions of the executive office. Prepare and transmit regular communications to over 250 clinical academic faculty and department members. Maintain the daily schedule for the Department Head scheduling meetings and appointments and arranging for teleconferences and virtual meetings. Provide preparatory materials necessary to the Head’s day’s work as required prior to the scheduled meeting or event. Act as Department Head’s first point of contact with individuals from within the Department, the University, external stakeholders, government officials and departments. Support a variety of committee meetings. Draft agendas. Track, compile, and distribute materials. Book rooms and equipment. Record and transcribe minutes. Anticipate issues and provide appropriate documents for review. Follow-up on meeting decisions as appropriate.

Note

The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

Business/Office Administration program with five years’ progressive related experience as a senior administrative assistant (or equivalent combination of experience and training) preferably in a clinical/academic environment. Proficiency in standard office software packages including Microsoft Word, Excel, Outlook, PowerPoint and database programs. Demonstrated ability to exercise judgment, discretion and diplomacy in dealing with information that is highly sensitive and confidential. Excellent time management skills, and a strong attention to detail. Strong interpersonal and customer service skills with an ability to work within a team oriented environment. Organizational skills essential and the ability to multitask and work under pressure.

Assets

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core 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

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 persons (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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