Position Title
Program Assistant
Location
Halifax, Nova Scotia, Canada
Employee Group
NSGEU Local 77
Duration of Contract (if applicable)
1 year
Employment Type
Full Time
Full-time Equivalency (FTE)
1.0
Salary
$27.60 - $34.94 per hour ($46,645- 59,042 per annum, 32.5 hours per week)
Provisional Statement
This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.
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 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 Summary
The Faculty of Open Learning and Career Development (OLCD) develops and delivers innovative and diverse lifelong learning experiences for more than 5000 students annually to help them navigate the changing world of learning and work. Reporting to the Program Manager and Director, the Program Assistant is responsible for supporting the effective and efficient administration of courses and certificates in the portfolio, including scheduling assistance, student access to learning management and information systems, the set-up of face-to-face classes, student record-keeping, and other administrative tasks that arise.
Key Responsibilities
- Coordinate the administration of courses, certificates, and diplomas, including course scheduling, class setup, enrollment management, and maintenance of student records within learning and student information systems.
- Serve as a primary point of contact for learner inquiries, providing guidance on program and course selection, communicating schedule changes or cancellations, and supporting students throughout their learning journey.
- Support instructors and subject matter experts by maintaining instructor records, preparing contracts, coordinating system access, processing invoices, and facilitating course delivery and completion activities.
- Manage student communications and progression processes, including welcome communications, grade collection, transcript preparation, certificate completion tracking, and graduation-related activities.
- Monitor and process administrative and financial transactions related to program delivery, including payment tracking, invoice processing, refunds coordination, and continuous improvement of operational processes.
- Assist business development initiatives by maintaining partnership records and agreements, researching prospective organizational partners, identifying key contacts, tracking engagement activities, and coordinating meetings for portfolio leadership.
Note
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.
Required Qualifications
- Business/Office Administration diploma with approximately three to five years’ related experience (or an equivalent combination of education and experience).
- Excellent communication (verbal and written), customer service and interpersonal skills.
- Strong attention to detail, problem solving and organizational skills, and ability to multi-task in a deadline driven environment.
- Demonstrated ability to work both independently and in a team environment.
- Proficiency in MS Office suite (Outlook, Excel, Word).
Assets
- Experience with Dalhousie systems (Brightspace and Destiny).
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s
core competencies, in particular:
- Self-Awareness & Professionalism
- Integrity
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
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
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.
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.
Diversity Statement
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 review our Employment Equity information.
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.
