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Graduate Administrative Assistant - Jobs in Halifax, NS

Dalhousie University
Job LocationHalifax, NS
EducationNot Mentioned
SalaryNot Disclosed
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeFull Time

Job Description

Position DetailsPosition InformationPosition Title Graduate Administrative AssistantDepartment/Unit PharmacologyLocation HalifaxPosting Number S346-22Employee Group NSGEU Local 77Position Type Regular, On-GoingDuration of Contract (if applicable)Employment Type Full TimeFull-time Equivalency (FTE) 1.0Salary $23.70 - $30.06 per hour ($40,061- $50,808 per annum, 32.5 hours per week)Classification AS1Provisional 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 SummaryReporting to the Department Administrator, the Graduate Administrative Assistant is the primary contact/resource for the graduate program in the Department of Pharmacology, Faculty of Medicine, providing administrative assistance and program support.Key Responsibilities

  • As the front-line resource for the graduate program, answer inquiries from potential graduate applicants about the program and provide assistance to current graduate students with various forms, course registrations, payroll questions or concerns, referring to other resources, as appropriate.
  • Provide lecture support; obtain and distribute schedules from course coordinators; schedule videoconferences or rooms for lectures, seminars, thesis defenses, etc.
  • Coordinate the graduate calendars, updating and submitting changes, liaising with the course coordinator, as needed.
  • Coordinate the application process for the graduate program; respond to enquiries; notify applicants of the status of their application; update the status of files in the Registrar’s Office admissions system; verify letters of reference; submit applications to the Pharmacology Graduate Student Affairs Committee for consideration/recommendation; send approved applications for consideration of acceptance to FGS for approval; email letters of acceptance to the applicants.
  • Provide assistance to departmental committees such as the Graduate Student Affairs Committee and Awards Committee, which includes scheduling meetings, preparing and distributing agenda, recording and distributing meeting minutes.
  • Calculate X formula in order to process payroll for graduate students’ stipends, Calculate/Submit annual FGS allocation form with Graduate Coordinator’s approval.
NoteDue to operational requirements, the successful applicant is required to work in-person on campus.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.QualificationsBusiness/Office Administration program with three to five years’ relevant experience in administrative support or coordinator role, preferably in a university/higher education, government, or hospital setting (or equivalent combination of training and experience) is required. Excellent communication and interpersonal skills are required. A high level of confidentiality and professionalism, as demanded by access to sensitive information. Strong organizational skills and demonstrated ability to adapt, prioritize and handle multiple priorities are required. Proficiency in SharePoint and Microsoft Office including Word, Outlook, Excel, and PowerPoint is required.Job CompetenciesAdditional 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 ConsiderationBargaining 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 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 09/09/2022Close Date 09/23/2022Open Until Filled NoSpecial Instructions to ApplicantQuick Apply
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