Executive Assistant and Communications Coordinator - Jobs in Halifax, NS

Job Description

Position DetailsPosition InformationPosition Title Executive Assistant and Communications CoordinatorDepartment/Unit Registrars OfficeLocation HalifaxPosting Number S465-22Employee Group DPMGPosition Type Regular, On-GoingDuration of Contract (if applicable)Employment Type Full TimeFull-time Equivalency (FTE) 1.0Salary $48,529 - $64,821 per annumClassification ADM-04Provisional StatementThis is a provisional classification. Formal classification procedures will be initiated by the Job Design Unit in approximately six months.About Dalhousie UniversityDalhousie 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 SummaryThe 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.Key Responsibilities

• 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.
• Develop and source detailed support materials and agendas, prepare speaking notes, policy documents and consult on approach to issues, to ensure the Registrar is appropriately briefed and prepared for meetings, events and other engagements.
• 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.
• Support the development and implementation of an office-wide communications and marketing plan in support of Registrar’s Office strategic priorities.
• 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.

NoteThe 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.Required Qualifications

• Undergraduate degree or equivalent, plus five years’ experience supporting a senior administrative professional, preferably in a post-secondary environment (or an equivalent combination of training and experience).
• Superior written and verbal communication skills (editing, proofreading, writing).
• Proficiency with productivity tools, including Outlook, Word, Excel, Sharepoint/One Drive, Teams and Banner production.
• Excellent organizational skills and a demonstrated ability in managing multiple priorities, as well as the demonstrated ability to manage highly confidential information.
• Communications experience.
• Possess tact, diplomacy, judgment, confidence, and initiative.

Assets

• Experience with SARS-GRID.
• Experience and knowledge of event planning.

Job CompetenciesThe 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 InformationDalhousie 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 ConsiderationApplications 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 StatementDalhousie 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 InformationNumber of Vacancies 1Open Date 11/21/2022Close Date 11/30/2022Open Until Filled NoSpecial Instructions to ApplicantQuick Apply

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