Position Title
Secretariat Coordinator
Department/Unit
University Secretariat-Senate
Location
Halifax, Nova Scotia, Canada
Position Type
Regular, On-Going
Duration of Contract (if applicable)
Employment Type
Full Time
Full-time Equivalency (FTE)
1.0
Salary
$50,172 - $63,375 per annum
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 University Secretariat is the administrative office responsible for ensuring the effective and efficient operation of Dalhousie University’s bicameral system of governance, comprised of the Board of Governors, the Senate and their respective committees. Reporting to the Governance Coordinator in the University Secretariat, the Secretariat Coordinator will provide administrative and secretarial support to the University Secretariat Office, including the Governance Coordinator, the Associate Secretary, Board of Governors and the Associate Secretary, Senate.
Key Responsibilities
- Provide comprehensive administrative support for governance operations, including scheduling meetings, managing correspondence, responding to inquiries, and supporting the Governance Coordinator with daily activities.
- Coordinate the annual meeting cycles for the Board of Governors, Senate, and their respective committees, including meeting logistics, calendars, and required supports
- Prepare, upload, maintain, and archive Board and Senate documentation, ensuring accurate records management across platforms such as Brightspace and internal filing systems.
- Support effective communication and engagement with Board and Senate members by maintaining contact information, coordinating system access, and organizing special events, retreats, and joint functions.
- Assist with website administration, document formatting, webinar and conference registrations, special projects, and other administrative duties as required.
- Assist with other duties as required.
Note
Due to operational requirements, the successful applicant is required to work in-person on campus.
Required Qualifications
- Business/Office Administration program, plus three to five years’ related work experience (or equivalent combination of training and experience).
- Proven organizational skills, attention to detail, excellent written and oral communication and interpersonal skills, proficiency in a range of computer software.
- Demonstrated ability to exercise judgment and discretion in dealing with confidential information, and in dealing with a broad range of individuals and units (senior administration, Board members and their staff, faculty, and students) both internal and external to Dalhousie.
Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s
core and
leadership competencies, in particular:
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
- Service
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
Applications 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 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.
