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Administrative Coordinator
3 months ago
The Faculty of Arts and Social Sciences (FASS) is dedicated to delivering the highest quality arts, humanities and social science education in Canada consistent with our standing among the top fifteen universities in the country. Reporting to the Department Chair(s), the Administrative Coordinator is responsible for the financial management, academic program support and general administrative support within the departments of German, Russian Studies, and Spanish and Latin American Studies.
Key Responsibilities
Ensure the efficient daily operation of department office and serve as the first point of contact for all department-related matters. Support the Chair(s) with the preparation of the annual department resource allocation request; monitor and reconcile expenses on a monthly basis to ensure compliance with the operating budget; investigate discrepancies and variances; provide support for annual givings, endowment and research accounts affiliated with the department. Assist with the preparation of various financial forms. Prepare personnel and payroll documentation for staff, part-time instructors, research assistants and student positions in accordance with payroll procedures. Initiate and support hiring process for DFA and CUPE appointments. Coordinate timetable schedules and academic calendar annually, working with Chair(s) and Undergraduate Coordinators. Liaise with faculty and other departments as necessary to ensure class schedule meets academic program requirements, and classes are scheduled to meet the needs of students. Prepare confidential files for Unit Review, Tenure & Promotion, and Reappointment. Supervise administrative support staff and student assistants which includes training, delegating duties, setting work priorities, and checking work.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 diploma with three to five years’ related experience (or equivalent combination of training and experience). Experience with administrative functions including financial processes, expense monitoring, and office communications. Experience in providing excellent service to clients, and demonstrated cultural competence and awareness. Experience in successfully coordinating and supporting administrative and operational processes, projects, and events. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and web-based administrative systems and office technologies. Demonstrated strong written communication skills and the ability to work autonomously are vital to this role.Assets
Undergraduate degree. Experience in a post-secondary education setting. Experience with Dalhousie systems such as Banner, Finance Self Serve, Timetable Assistant, and Navigator would be considered an asset.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 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.
