Administrative Assistant (Designated Position)

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Position Details
Position Information

Position Title	Administrative Assistant (Designated Position)
Department/Unit	Health – Dean’s Office
Location	Halifax, Nova Scotia, Canada
Posting Number	S015-24
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 FTE
Salary	$25.26 – $31.97 per hour ($45,970 – $58,189 per annum, 35 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	The Faculty of Health is the second largest and one of the most complex Faculties at Dalhousie University, comprised of nine Schools/College, Healthy Populations Institute, Resilience Research Centre, Centre for Transformative Nursing and Heath Research, and in partnership with the Faculties of Medicine and Dentistry, the Centre for Collaborative Clinical Learning and Research. Reporting to the HR Manager with accountability to the Associate Dean Equity and Inclusion (ADEI) and the Director of Human Resources, the Administrative Assistant to the Associate Dean Equity and Inclusion & Human Resources will provide a wide range of administrative supports to the ADEI and the Faculty’s Human Resources team.
Key Responsibilities	Prepare, proofread and edit for review and signature a wide range of documentation, including correspondence, reports, memos, agendas, schedules, appointment letters and payroll forms. Maintain all files and documentation for the ADEI and HR offices. Manage the ADEI’s electronic calendar and independently triage priority requests, adjusting the ADEI’s schedule as required. Respond to inquiries/communications on behalf of the ADEI serving as a resource on matters pertaining to the Office of the ADEI. Attend and provide administrative support for various committees. Prepare meeting packages for both the ADEI and HR including proactively researching and preparing pertinent resource material for review prior to meetings. Support special projects including completing data collection, gathering benchmarking information, and creating statistical and progress reports. Provide administrative support for special non-routine events as required. Book travel arrangements, meeting rooms, and logistics (e.g. equipment, catering, event recordings). Track and assist with the processing of travel expenses. Provide general office/reception support and act as the first point of contact for the Dean’s Office. Answer general queries and greet visitors, screens, replies and/or inquiries appropriately.
Note	In keeping with the principles of the Employment Equity , the position is designated to candidates who self-identify as belonging to one or more of the following groups: Indigenous persons of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and other members of racialized groups, persons with disabilities, women, and persons identifying as members of 2SLGBTQ+ communities. Please note that to be eligible for this position, you must self-identify as belonging to one or more of the equity-deserving groups listed above. 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 Administration diploma plus approximately three to five years related experience (or equivalent combination of training and experience). Strong attention to detail with the proven ability to stay organized and focused under pressure while dealing with multiple demands, reprioritizing and adapting as needed. Demonstrated initiative and ability to work independently and problem solve. Strong interpersonal and communication (verbal and written) skills. Proficiency in MSOffice (e.g. Word, Excel, PowerPoint, Teams) and strong data management skills.
Assets	Experience in providing higher level administrative support to committees such as researching and preparing resource material, scheduling meetings, and taking minutes. IT troubleshooting skills. Experience working in an environment that requires dealing with confidential and sensitive records (personnel, payroll and/or students).
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 – Respect & Inclusion – Adaptability – Knowledge & Thinking Skills – Communication
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	In keeping with the principles of the *Employment Equity* , the position is designated to candidates who self-identify as belonging to one or more of the following groups: Indigenous persons of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and other members of racialized groups, persons with disabilities, women, and persons identifying as members of 2SLGBTQ+ communities. Please note that to be eligible for this position, you must self-identify as belonging to one or more of the equity-deserving groups listed above. For more information, please visit *www.dal.ca/hiringfordiversity* .

Posting Detail Information

Number of Vacancies	One (1)
Open Date	01/16/2024
Close Date	01/23/2024
Open Until Filled	No
Special Instructions to Applicant
Quick Link for Direct Access to Posting	https://dal.peopleadmin.ca/postings/15612

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Administrative Assistant (Designated Position)

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