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Dalhousie University Hiring for Administrative Assistant Job at Halifax Full Time
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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 19,000 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
Reporting to the Director, Business Operations, ITS, the Administrative Assistant will provide support for the financial management of the ITS budget, human resource management, event management, electronic waste management, and coordination of the daily operation of the department offices under their assigned responsibility.
Key Responsibilities
- Coordinate the day-to-day activities of the office; prioritize workload to relieve directors, managers, and staff of routine administrative matters.
- Analyze monthly ledgers ensuring all charges are posted, discrepancies followed up on, and all revenues are being collected, pending, or invoiced; assist with budget preparation and quarterly reviews. Calculate on call, standby and overtime pay adhering to the Collective Agreements and prepare exception payment forms on a monthly basis.
- Design and maintain databases/inventory lists to collect departmental information. [Computer equipment (location, owned/leased)], annual billings, access/alarm codes, staff lists, etc.) Assist in the tracking of contracts, Service Level Agreements (SLA’s), software license renewals and purchase requisitions, to ensure timely processing.
- Provide project office logistics coordination: Plan and schedule office relocations, purchase furniture, arrange for telecommunications connections, computer set up and access, oversee move and furniture set up.
- Manage the e-waste program ensuring policies and procedures are followed.
- Assist with the organization and coordination of various ITS management events including meetings, retreats and team building exercises.
Note Qualifications
Business/Office Administration program with approximately five years’ related work experience in an office/business setting (or equivalent combination of training and experience) is required. Excellent communication, organizational and multi-tasking skills required. Must have the ability to exercise initiative and work independently. Proficiency in MS Office (Word, Excel, Access) and O365 is required; familiarity with SharePoint would be an asset.
Job Competencies 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 is committed to fostering a collegial culture grounded in diversity and inclusiveness. The university encourages applications from Indigenous persons, persons with a disability, racially visible persons, women, persons of a minority sexual orientation and/or gender identity, and all candidates who would contribute to the diversity of our community. For more information, please visit www.dal.ca/hiringfordiversity.
