Secretary - Jobs in Halifax, NS

Job Description

Position DetailsPosition InformationPosition Title SecretaryDepartment/Unit Dental Clinical SciencesLocation HalifaxPosting Number S368-22Employee Group NSGEU Local 77Position Type Regular, On-GoingDuration of Contract (if applicable)Employment Type Full TimeFull-time Equivalency (FTE) 1.0Salary $25.08 - $31.80 per hour ($42,378 - $53,750 per annum, 32.5 hours per week)Classification AS2Provisional StatementThe Faculty of Dentistry has been offering an outstanding education in dentistry and dental hygiene for more than 100 years, and is a key part of Dalhousie’s interprofessional and allied health community that includes the Faculties of Medicine and Health. Reporting to the Chair of the Department of Dental Clinical Sciences, the Secretary provides administrative support to the Department of Dental Clinical Sciences, Graduate Periodontics Program and the General Practice Residency Program.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 Faculty of Dentistry promotes and provides oral health care as an integral component of overall health for regional, national and international communities through quality education, research and service. Reporting to the Chair of the Department, the Secretary provides a broad range of administrative support to the Department of Dental Clinical Sciences, Graduate Periodontics Program and the General Practice Residency Program, coordinate meetings, prepare statistical reports, manage calendars, research/edit recruitment, promotional and program materials.Key Responsibilities

• Coordinate application and admissions process for the Department of Dental Clinical Sciences, Graduate Periodontics Program and the General Practice Residency Program. Arrange graduate program schedules including coordinating faculty teaching, timetables and room scheduling.
• In accordance with department budgets administer and maintain financial records, monitor balances, reconcile monthly statements, prepare all documents for financial services and payroll activities for the Department and the 2 residency programs.
• Complete payroll for part-time faculty. Complete change forms, exception payment forms and payroll edits as necessary. Prepare and authorize journal entries, cheque requisitions, deposit advice and travel claim forms for faculty.
• Maintain a sound working knowledge of department, faculty and university policies and procedures in order to relieve Chair, department members of standard administrative matters.
• Enter, access, retrieve and maintain student information and grades on Brightspace, Banner and the local server. Proofread and edit material for members of the department.
• Provide supervision to a full-time clerical position supporting the department and perform any other administrative duties as necessary.

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.QualificationsBusiness/Office Administration diploma with a minimum of four years’ experience in a related role (or equivalent combination of education and experience) is required. Strong attention to detail and a high level of organizational skills are required. Proficiency in Excel and Word is essential. Must be able to manage and organize workload, multi-task and meet a variety of deadlines. Additionally, must be able to exercise initiative, work independently and handle sensitive and confidential student issues with considerable tact. Excellent interpersonal and communication (verbal & written) and customer service skills with the ability to work in a team environment are necessary. Experience with Banner Production and Brightspace would be considered an asset.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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