Administrative Assistant

2 weeks ago

Halifax Regional Municipality, Canada Dalhousie University Full time
Job Summary

The Faculty of Management is recognized for its innovative, values-based approach to management education and research. Graduates are leaders and managers in the business sector, public sector, and civil society who live the Faculty’s vision of inspiring transformational solutions. The Administrative Assistant is a key staff member in the Dean’s Office providing first point of contact support to visitors, and providing administrative support to faculty leadership. Reporting to the HR Advisor, the Administrative Assistant providesrecruiting and payroll processing support within the Faculty of Management for part-time faculty, teaching assistants, markers, and invigilators.

Key Responsibilities

Provides welcoming and helpful support to Dean’s Office and Faculty of Management visitors. Supports the hiring of part-time faculty by creating job postings in PeopleAdmin, distributing applications to selection committees, and drafting appointment letters. Supports the hiring of Teaching Assistants, Markers, and Invigilators by creating job postings, liaising with professors regarding letters of offer, and ensuring adherence to the CUPE Collective Agreement. Submits all required hiring documentation to Payroll. Provides meeting support such as access to meeting spaces, basic technology support, catering set-up and clean-up. Provides administrative support to faculty leadership including meeting scheduling and email follow-up.

Note

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

Required Qualifications

Business Administration diploma with three years of experience in office and/or administration positions involving Human Resources/Payroll (or equivalent combination of training and experience). Problem-solving skills and experience providing exceptional assistance to visitors and guests including basic meeting IT support and navigation. High-level organizational skills and working in a fast-paced and deadline-driven environment. Ability to critically analyze data and information and use judgment to seek clarification on items under question. Must be able to be responsive to time-sensitive requests from numerous colleagues including academic leadership and faculty members. Proficiency in Microsoft Word, Adobe, and Excel.

Assets

Experience working in a university setting. Familiarity with Banner and other Dalhousie systems.

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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