Position Title Administrative Assistant

Department/Unit Medical Education Program - NB

Location Saint John, New Brunswick, Canada

Posting Number S017-24

Employee Group NSGEU Local 77

Position Type Term

Duration of Contract (if applicable) 18 months

Employment Type Full Time

Full-time Equivalency (FTE) 1

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

Classification C5

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 UNB Campus in Saint John. Reporting to the Director of Operations, the Administrative Assistant is responsible for providing administrative support to the Senior Associate Dean DMNB, the Assistant Dean Clerkship DMNB, and the Assistant Dean Pre-Clerkship DMNB. The Administrative Assistant is the main liaison for the Senior Associate Dean, Assistant Dean Pre-Clerkship and Assistant Dean Clerkship and interacts with university, hospital, government officials, and their executive assistants, faculty, staff, students and other stakeholders.

Key Responsibilities

• Maintains a sound working knowledge of policies, procedures, current issues and projects, in order to provide effective secretarial and reception services and to appropriately respond to appointment and meeting requests.
• Coordinates, manages, maintains and communicates the daily/weekly schedules of meetings, appointments, conferences and events resolving calendar-related issues, in accordance with fluctuating priorities, and ensures availability of pertinent materials.
• Receives students, staff, faculty, and others presenting for appointments and greet those without appointments; uses discretion and judgment to schedule appointments or redirect as appropriate.
• Provides administrative support for Faculty of Medicine and DMNB committees and groups, including, but not limited to; maintaining and communicating on meetings and reserving meeting spaces, creating and distributing meeting agendas, and maintains and distributing meeting minutes.
• Provides support for DMNB special and annual events including public receptions, events/activities, dinners, meetings, ceremonies, site visits and university promotional tours.
• Other clerical duties, as required.
  
  

Note

Due to operational requirements, the successful applicant is required to work in-person on campus. The successful applicant may 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 plus approximately five years' related experience (or equivalent combination of training and experience).
• Excellent communication and organization skills required with the ability to work in a team environment
• Demonstrated ability to manage and organize workload, multi-task, and meet a variety of deadlines.
• Strong ability to exercise initiative, work independently, and handle sensitive and confidential issues.
• Proficiency in Microsoft Office (e.g. Word, Excel, PowerPoint, Teams).
• Experience taking minutes of meetings.
  
  

Assets

• Previous experience in an academic, government, and/or hospital setting.
  
  

Job Competencies

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

• Self-Awareness & Professionalism
• Integrity
• 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. For more information, please visit www.dal.ca/hiringfordiversity .