Administrative Assistant

Job Description

<p>Position Information</p><p>Position Title</p><p>Administrative Assistant</p><p>Department/Unit</p><p>Arts - Dean's Office</p><p>Location</p><p>Halifax, Nova Scotia, Canada</p><p>Posting Number</p><p>S200-25</p><p>Employee Group</p><p>NSGEU Local 77</p><p>Position Type</p><p>Term</p><p>Duration of Contract (if applicable)</p><p>1 year</p><p>Employment Type</p><p>Full Time</p><p>Full-time Equivalency (FTE)</p><p>1.0</p><p>Salary</p><p>$ $32.77 ($43,754 - $55,384 per annum, 32.5 hours per week)</p><p>Classification</p><p>C5</p><p>Provisional Statement</p><p>This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.</p><p>About Dalhousie University</p><p>Dalhousie University is Atlantic Canada's leading research-intensive university and a driver of the region's intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.</p><p>Job Summary</p><p>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 Dean, the Administrative Assistant provides front-line reception service to students, staff, faculty members and visitors, as well as direct administrative support to the Assistant Dean (Student Matters) and the Assistant Dean (Academic Integrity Officer).</p><p>Key Responsibilities</p><ul><li>Serve as initial contact for students and faculty on all matters related to the Assistant Dean (Student Matters) and Assistant Dean (Academic Integrity Officer). Coordinate administrative processes involving student dismissals and academic integrity cases, while ensuring compliance with university policies and procedures.</li><li>Respond to inquiries (in person, by phone and by email), redirecting as necessary and appropriate, providing relevant resources and contact information.</li><li>Update faculty-level and Dean's Office web pages; participate in website-related projects.</li><li>Maintain a sound working knowledge of University, Faculty, Senate and academic policies and procedures, especially in relation to student matters such as waivers, dismissal, probation, discipline, appeals and academic integrity.</li><li>Assist with TA hiring processes: distribute and post job opportunities, provide applications to faculty member hiring lead, prepare Electronic Personnel Action Forms for hires, correspond with hires for information needed for payroll processes.</li><li>Provide general administrative support to the Dean's Office including maintaining files, ordering office supplies, handling mail, keys, and courier packages, etc.</li></ul><p>Note</p><p>Due to operational requirements, the successful applicant is required to work in-person on campus.</p><p>Required Qualifications</p><ul><li>Business/Office Administration diploma with approximately three years' related experience (or equivalent combination of training and experience).</li><li>Experience with general administrative functions and in providing excellent client services.</li><li>Proficiency with Microsoft Office Suite, Acrobat Reader, and website maintenance.</li><li>Ability to prioritize workload including multiple concurrent demands.</li><li>Excellent judgment as well as tact and diplomacy.</li><li>Excellent communication skills, including the ability to write concisely and clearly, using inclusive, respectful language.</li></ul><p>Assets</p><ul><li>Experience in higher education or a similarly complex organization (government, health, etc.).</li></ul><p>Job Competencies</p><p>The successful candidate is expected to demonstrate proficiency in Dalhousie's core competencies, in particular: </p><ul><li>Self-Awareness & Professionalism</li><li>Respect & Inclusion</li><li>Adaptability</li><li>Knowledge & Thinking Skills</li><li>Communication</li></ul><p>Additional Information</p><p><em>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.</em></p><p>Application Consideration</p><p>Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit. </p><p>We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.</p><p>Diversity Statement</p><p>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. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit </p><p>If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here.</p><p>Posting Detail Information</p><p>Number of Vacancies</p><p>1</p><p>Open Date</p><p>11/06/2025</p><p>Close Date</p><p>11/14/2025</p><p>Open Until Filled</p><p>No</p><p>Special Instructions to Applicant</p><p>Quick Link for Direct Access to Posting</p>