Job Description

Position Details

Position Information

Position Title
Graduate Administrative Assistant

Department/Unit
Physiology & Biophysics

Location
Halifax, Nova Scotia, Canada

Posting Number
S456-23

Employee Group
NSGEU Local 77

Position Type
Term

Duration of Contract (if applicable)
12 months

Employment Type
Full Time

Full-time Equivalency (FTE)
1.0

Salary
$26.71 -$33.81 per hour ($48,606 - $61,535 per annum, 35 hours per week)

Classification
C6

Provisional Statement


About Dalhousie University
Dalhousie University is Atlantic Canadas leading research-intensive university and a driver of the regions 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 Department of Physiology and Biophysics offers a diverse research environment with many opportunities for scientific interaction and training. Reporting to the Department Administrator, this position provides administrative support to the Department and the Graduate Coordinator.



Key Responsibilities

• Working with the Graduate Coordinator, manage all administrative aspects of the Department graduate program. Accept applications, correspond with applicants, calculate GPAs, verify funding, and ensure compliance with FGS and Department processes. Monitor students program status and assist students with program requirements, including registration, scholarships, supervisory committees, and defenses.
• Assist with the efficient operation of the Department, and act on behalf of the Administrator as required, makes decisions, and escalates issues when necessary.
• Responsible for all graduate & undergraduate information on the Department website, Dalhousie Calendar, and Timetable.
• Assist in the creation, maintenance and updating of the Department SharePoint site and ensure information is secure and meets privacy requirements.
• Working with principal investigators, prepare and track budgets for the term of the grant project. Reconcile monthly financial ledgers, maintain files, and update fiscal year forecasts.
• Provide administrative support to various committees including Appointment, Promotion & Tenure Committee, Recruitment, Graduate Education Committee, etc. ensuring the process and all documentation meets University, Faculty and Department guidelines and due dates.

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



Required Qualifications

• Business/Office Administration diploma plus three to five years administrative experience in a role with decision making responsibilities (or equivalent combination of training and experience).
• Must be proficient in Microsoft 365 including Word, Outlook, Excel, PowerPoint. Knowledge of SharePoint group permissions and experience with creating SharePoint libraries, lists, and site pages.
• Excellent communication and interpersonal skills.
• A high level of confidentiality and professionalism, as demanded by access to sensitive information.
• Strong organizational skills and a demonstrated ability to handle multiple priorities.

Assets

• Previous experience working in TTA and Navigator.

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

• Respect & Inclusion
• Adaptability
• Knowledge & Thinking Skills
• Communication
• Service

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
Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous persons (especially Mikmaq), 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.

Posting Detail Information

Number of Vacancies
1

Open Date
12/01/2023

Close Date
12/08/2023

Open Until Filled
No

Special Instructions to Applicant