Supplier Administration Clerk

Research Project Position Details

Position Information

Supplier Administration Clerk

Financial Services

Halifax, Nova Scotia, Canada

S245-26

NSGEU Local 77

Term

2 years

Full Time

1.0

$27.60 - $34.94 per hour ($46,645- 59,042 per annum, 32.5 hours per week)

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.

Financial Services supports Dalhousie University’s academic, research, and administrative mandates through strategic financial and procurement services. Reporting to the Manager, Accounts Payable, the Supplier Administration Clerk provides operational and administrative support to supplier administration activities by maintaining accurate supplier data, ensuring compliance with supplier requirements, supporting supplier onboarding and registration, responding to supplier and campus inquiries, and facilitating effective supplier-related processes and communications across the university.

• Manage supplier onboarding, registration, and master data administration by reviewing supplier information and documentation for accuracy, completeness, compliance, and proper system classification; monitor supplier registration activity, intake requests, and initiate required supplier setup processes.
• Serve as the primary point of contact for supplier inquiries, providing support with registration, transaction-related questions, and resolution of technical or procedural issues.
• Maintain supplier records, including insurance certificates, tax documentation, certifications, and diversity information, while monitoring compliance requirements, identifying incomplete or exceptional submissions and escalating exceptions as needed.
• Prepare and distribute reports on supplier compliance, diversity participation, and key performance metrics, while supporting tracking, monitoring, and follow-up activities.
• Drive continuous improvement of supplier administration processes by identifying efficiencies, supporting system enhancements, collaborating with cross-functional teams, and maintaining process documentation and user guides.

The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.

• Post-secondary diploma or certificate in Business, Accounting, Supply Chain Management, or a related field, combined with a minimum of 2 years of experience in supplier administration, accounts payable, supplier support, or a similar high-volume, customer-focused environment.
• Experience maintaining accurate records, reviewing documentation, and ensuring compliance with established policies, procedures, and data standards.
• Strong customer service and relationship-building skills with the ability to effectively support and communicate with internal and external stakeholders.
• Demonstrated ability to work independently, prioritize competing tasks, and exercise sound judgment within established guidelines.
• Proficiency with ERP systems, supplier management platforms, and Microsoft Office applications, including advanced Excel functions (such as Pivot Tables and VLOOKUPs), with experience working in automated purchase order, invoicing, expense…