Administrative Assistant to the Associate Dean, Academic

Job Description

<p>Position Information</p><p>Position Title</p><p>Administrative Assistant to the Associate Dean, Academic</p><p>Department/Unit</p><p>Health - Dean's Office</p><p>Location</p><p>Halifax, Nova Scotia, Canada</p><p>Posting Number</p><p>S214-25</p><p>Employee Group</p><p>NSGEU Local 77</p><p>Position Type</p><p>Term</p><p>Duration of Contract (if applicable)</p><p>1 year</p><p>Employment Type</p><p>Part Time</p><p>Full-time Equivalency (FTE)</p><p>0.6</p><p>Salary</p><p>$27.37- $34.66 per hour ($49,821 - $63,074 per annum, prorated to $29,823 - $37,844 for 0.6 FTE, 21 hours per week</p><p>Classification</p><p>C6</p><p>Provisional Statement</p><p>About Dalhousie University</p><p>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.</p><p>Job Summary</p><p>The Faculty of Health is the second largest and one of the most complex Faculties at Dalhousie University, comprised of nine Schools/College, two Programs, 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. Accountable to the Associate Dean Academic (ADA), and reporting to the HR Manager, the Administrative Assistant provides executive administrative assistance to the Associate Dean Academic.</p><p>Key Responsibilities</p><ul><li>Responds to inquiries/communications on behalf of the ADA.</li><li>Manages the business of the Academic Review Committee (ARC) and is the first point of contact for same. Schedules and coordinates monthly ARC meetings; compiles, reviews, and distributes required meeting documentation, coordinates logistical arrangements and prepares minutes and reports after monthly meetings. Monitors the progress of reviews and arranges for consideration of reports to Faculty Council and Senate.</li><li>Manages the processing of clinical placement agreements received. Review standard clinical agreements, ensuring accuracy and compliance with established standards. Liaise with facilities and Dalhousie Legal Counsel to ensure agreements are approved as appropriate, ensure school-wide agreements are signed by the Dean, and maintain faculty-wide database.</li><li>Provides administrative support to Associate Dean Academic and three (3) Academic Integrity Officers who hear and make recommendations related to academic integrity allegations throughout the Faculty of Health. Maintains confidential files regarding each offence, scheduling of meetings, completion of transfer of information to and from Senate and annual reporting.</li><li>Provides administrative support to the Practice Education Committee, including arranging meetings, taking minutes, and circulating pertinent information. Supports administratively with regard to preceptor training, including coordinating and managing logistics.</li></ul><p>Note</p><p>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.</p><p>Required Qualifications</p><ul><li>Business/Administrative Professional program diploma with a minimum of five years' progressive experience preferably in a post-secondary institution (or an equivalent combination of training and experience).</li><li>Excellent written and verbal communication along with strong interpersonal skills.</li><li>Excellent attention to detail and ability to stay organized and focused under pressure is important as well as reprioritizing and adapting as needed.</li><li>Experience using Microsoft Office suite programs.</li></ul><p>Assets</p><ul><li>Undergraduate degree in a related field.</li><li>Experience in a legal environment that requires dealing with confidential and sensitive records.</li><li>Experience working with SharePoint.</li></ul><p>Job Competencies</p><p>The successful candidate is expected to demonstrate proficiency in Dalhousie's core competencies, in particular: </p><ul><li>Respect & Inclusion</li><li>Adaptability</li><li>Knowledge & Thinking Skills</li><li>Communication</li><li>Service</li></ul><p>Additional Information</p><p><em>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.</em></p><p>Application Consideration</p><p>Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit. </p><p>We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.</p><p>Diversity Statement</p><p>Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi'kmaq), 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. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit </p><p>If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here.</p><p>Posting Detail Information</p><p>Number of Vacancies</p><p>1</p><p>Open Date</p><p>11/12/2025</p><p>Close Date</p><p>11/20/2025</p><p>Open Until Filled</p><p>No</p><p>Special Instructions to Applicant</p><p>Quick Link for Direct Access to Posting</p>