Administrative Assistant

Salary $27.60-$34.94 per hour ($50,232 - $63,584 per annum based on 35 hours per week)

Classification C5

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 Office of Strategic Engagement ( OSE ) leads Dalhousie’s working relationships with different levels of government; fosters partnerships and opportunities for the University to contribute to the economic and social prosperity of the province and country; and leads the institution’s global engagement and international strategy. Reporting to the Executive Assistant and Office Manager, the Administrative Assistant supports day-to-day administrative, operational, financial, and human resource functions of the Office of Strategic Engagement.

• Provide comprehensive administrative and operational support to the Office of Strategic Engagement, serving as a primary point of contact for routine inquiries and coordinating day-to-day office operations.
• Coordinate meetings, schedules, room bookings, travel arrangements, and logistical requirements, while preparing agendas, meeting materials, minutes, correspondence, and reports.
• Maintain electronic filing systems, records management processes, administrative documentation, operational procedures, templates, and reference materials.
• Support financial administration by preparing purchase requisitions, invoice payments, journal entries, expense reimbursements, and ensuring compliance with University procurement policies and procedures.
• Coordinate logistics for meetings, workshops, conferences, special events, and stakeholder engagement activities, including facilities, catering, accommodations, and event materials.
• Support human resources administration by assisting with recruitment, scheduling interviews, onboarding and orientation activities, tracking vacation and leave information, and maintaining confidentiality in personnel matters.

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

• Business Administration/Administrative Professionals program, with approximately five years’ relevant experience (or equivalent combination of training and experience).
• Demonstrated experience providing senior-level administrative support in a fast-paced and complex office environment.
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and competing demands.
• Excellent verbal and written communication skills, including the ability to prepare correspondence, reports, and meeting materials with a high degree of accuracy and professionalism.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and experience working with electronic records and information management systems.
• Ability to exercise sound judgment, maintain confidentiality, work independently with minimal supervision, and build effective working relationships with a broad range of internal and external stakeholders.

The successful candidate is expected to…