Administrative Assistant

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.

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.

The mission of the Department of Medical Neuroscience is to foster research and training in neuroscience that advances the understanding and treatment of diseases of the nervous system. Reporting to the Department Head, the Administrative Assistant will be responsible for departmental administration, finances, human resources , educational projects, and day-to-day operations.

• Provide senior administrative support to the Department Head and Administrator, coordinating daily operations and handling confidential matters.
• Coordinate meetings, calendars, departmental events, agendas, minutes, and communications for faculty and staff.
• Support graduate students throughout the academic cycle, including admissions, registration, funding, awards, and program inquiries.
• Administer graduate program processes such as application reviews, scholarship competitions, academic records, and thesis defenses.
• Coordinate Appointments, Tenure and Promotions (ATP) activities, maintaining confidential files and supporting recruitment and review processes.
• Process financial and operational transactions, including travel claims, purchasing, account reconciliations, and departmental record management.

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

• Business/Administrative Professional program with five years’ previous experience working in an office environment (or an equivalent combination of training and experience).
• Proficiency in MS Office 365 (Word, Excel, Outlook, Teams).
• Excellent communication, interpersonal and organizational skills.
• Demonstrated ability to exercise tact and sound judgment with various stakeholders such as students, staff, and faculty.

• Experience working in Dal systems (Graduate Funding, Chrome River, DalBuy, Navigator, Academic Calendar).
• Experience working with SharePoint.

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular:

- Self-Awareness & Professionalism
- Integrity
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills

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.

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.

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.

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 review our Employment Equity information.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.