Job Description

Position Details

Position Information

Position Title
Executive Assistant and Communications Coordinator

Department/Unit
Registrar's Office

Location
Halifax

Posting Number
S332-22

Employee Group
DPMG

Position Type
Regular, On-Going

Duration of Contract (if applicable)


Employment Type
Full Time

Full-time Equivalency (FTE)
1.0

Salary
$48,529 - $64,821 per annum

Classification
ADM-04

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 Registrar’s Office (RO) is a large, multi-unit, multi-site operation involved in the entire academic experience of Dalhousie students, from recruitment and admissions through to convocation and beyond. Reporting to the Assistant Vice-President, Enrolment Management and University Registrar, the Executive Assistant and Communications Coordinator is responsible for ensuring that the strategic and operational objectives of the Registrar’s Office’s mandate are met. This is achieved through the provision of exceptional executive-level support, planning, and coordination for the Registrar, and day-to-day administration of the Registrar’s portfolio. In collaboration with the Assistant Registrar, Communications and Marketing, the Executive Assistant and Communications Coordinator is also responsible for current student communication and RO staff events.

Key Responsibilities

• On behalf of the Registrar, respond independently to a variety of written, in-person or telephone inquiries or complaints directed to the Registrar from students, parents, staff, university faculty, Dean’s Offices, external institutions, agencies etc.; redirect as appropriate. Access Banner as required for student record information.
• Ensure the Registrar is appropriately briefed and prepared for meetings, events and other engagements by developing and sourcing detailed support materials and agendas, preparing speaking notes, policy documents and consultation on approach to issues.
• Prepare, compose, and edit a variety of documents; including highly confidential correspondence, presentations, briefing materials and proposals for matters regarding students, personnel, university business and financial records; synthesizing and formatting documents ensuring materials are submitted by others as required.
• Support strategic initiatives through research, determining best practice and preparation of briefing notes.
• Facilitate the work of the senior management team by identifying emerging issues and opportunities between units and by making recommendations that enhance processes that support the Registrar’s priorities.
• Collaborate with the Assistant Registrar, Communications and Marketing to develop and support an office-wide communications and marketing plan in support of Registrar’s Office strategic priorities.

Note
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.

Dalhousie’s vaccine mandate has been suspended at this time, and employees no longer need to provide proof of full vaccination. However, health and safety risks to our community will continue to be monitored and a vaccine mandate may be reinstated if necessary.

Qualifications
Undergraduate degree or equivalent, plus five years’ administrative experience, preferably in a post-secondary environment (or an equivalent combination of training and experience) is required. Extensive experience supporting a senior administrative professional is required. Superior written and verbal communication skills (editing, proofreading, writing) are required. Proficiency with productivity tools, including Outlook, Word, Excel, Sharepoint/One Drive, Teams and Banner production is required. Experience with SARS-GRID is preferred. Attention to detail, with demonstrated ability to multi-task and meet strict deadlines within a confidential environment, is essential. Experience and knowledge of event planning would be considered an asset. Communications experience is a must. The position requires superior organizational skills and a demonstrated ability in managing multiple priorities, as well as the demonstrated ability to manage highly confidential information. The incumbent must possess tact, diplomacy, judgment, confidence, and initiative.

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

• Adaptability
• Knowledge & Thinking Skills
• Communication
• Thinking and Acting Strategically
• Relationship Building

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
Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.

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 with a disability, racialized persons, including persons of Black/African descent (especially African Nova Scotians), women, persons of a minority sexual orientation and/or gender identity, and all candidates who would contribute to the diversity of our community.

Posting Detail Information

Number of Vacancies
1

Open Date
08/22/2022

Close Date
09/06/2022

Open Until Filled
No

Special Instructions to Applicant