Administrative Assistant

Job Description

Position Details

Position Information

Position Title

Department/Unit

Medical Education Program - NB

Location

Saint John, New Brunswick, Canada

Posting Number

S004-24

Employee Group

NSGEU Local 77

Position Type

Regular, On-Going

Duration of Contract (if applicable)

Employment Type

Full Time

Full-time Equivalency (FTE)

1.0

Salary

$25.26 - $31.97 per hour ($42,687- $54,033 per annum, 32.5 hours per week)

Classification

Provisional Statement

This is a provisional classification. Formal classification procedures will be initiated by the Job Design Unit in approximately six months.

About Dalhousie University

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.

Job Summary

Dalhousie Medicine New Brunswick (DMNB) is one of the two campuses of Dalhousie Faculty of Medicine. The main administrative office is located on the UNBSJ Campus in Saint John. DMNB offers a continuum of education programming for 160 New Brunswick students over the 4-year undergraduate program. Reporting to the Director of Operations, the Administrative Assistant is responsible for providing administrative support to the Assistant Dean Professional Affairs, Chief Operating Officer, and Director of Operations.

Key Responsibilities

Coordinate, manage, maintain and communicate the daily/weekly schedules of meetings, appointments, conferences and events resolving calendar-related issues, in accordance with fluctuating priorities, and ensuring availability of pertinent materials.
Receive students, staff, faculty, and others presenting for appointments and greet those without appointments. Screen telephone inquiries; take and relay messages; respond to inquiries as appropriate.
Prepare and edit correspondence, letters, reports, memoranda, notices and presentation materials, as requested researching and compiling information as required.
Provide administrative support for Faculty of Medicine and DMNB committees and groups. In liaison with the respective committee chair or lead is responsible for all aspects of meeting planning, recording and maintaining records and follow-up as required.
Process faculty appointment and termination documents and maintain a current database of NB based faculty.
Provide support for DMNB special and annual events including public receptions, events/activities, dinners, meetings, ceremonies, site visits and university promotional tours. This includes maintaining communication with speakers, vendors and participants, arranging catering, AV equipment, and tracking expenses for each event.

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 Administrative program with a minimum of five years’ experience at a progressive administrative secretarial level (or an equivalent combination of training and experience).
Excellent communication and organization skills required with the ability to work independently and in a team environment.
Demonstrated time management skills and the ability to prioritize and organize workload in a multi-task deadline driven environment.
Must be able to exercise initiative and handle sensitive and confidential issues with considerable tact.
Advanced skill level with Microsoft Office (Excel, Word, Access, PowerPoint, Publisher).
Experience taking minutes of meetings.

Assets

Experience working in a university, government, and/or hospital setting.
Experience with event planning.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies (https://www.dal.ca/dept/leaders.html), 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.

Posting Detail Information

Number of Vacancies

Open Date

01/08/2024

Close Date

01/22/2024

Open Until Filled

Special Instructions to Applicant

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