Saint Mary’s University

Administrative Assistant IV - Finance, Information Systems, and Management Science

(Bargaining Unit 179)

Date Posted: March 3, 2025

Posting Deadline: March 17, 2025

Department: Finance, Information Systems, and Management Science (FISMS)

Type of Employment: Contract, Full-Time (end date: April 2026)

Group Affiliation: Bargaining Unit 179, Group 6 ($42,146- $49,920 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Administrative Assistant IV, FISMS to join our Sobey School of Business team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Vacation pay
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Department Chair, FISMS, the Administrative Assistant IV will:

• Act as a primary point of contact for student requests and inquiries, providing accurate information and effective referrals, with a view to support student success and enhance student experience.
• Answers the telephone and greets visitors. Responds to enquiries or refers to appropriate faculty member/campus community department.
• Take messages from voicemail, responds to official department and program email and fax messages, as appropriate.
• Organizes faculty meetings, lectures, seminars, receptions and other special events, in person or on-line, including catering, agenda, notices, etc.
• Takes minutes at departmental meetings and at the request of the Chair.
• Schedules appointments and sets up meetings for the Chair.
• Creates and maintains filing systems and data bases; organizes electronic and paper files and filing systems, and ensures backup and protection of material (e.g. meeting minutes, department policies, etc.).
• Assists in organizing and coordinating activities/events including catering, agendas, notices etc.
• In conjunction with the appropriate individuals, organizes and coordinates visiting guest's accommodations, prepares itinerary and produces & distributes advertising flyers/bulletins of event.
• Serves as liaison between the Department, the Undergraduate and Graduate Program Offices, Enrolment Services and the Faculty of Graduate Studies and Research in relation to administrative matters.
• Provides logistical and procedural assistance to faculty, instructors and visiting professors including liaison with Library, EIT, etc.
• Manages access to spaces and equipment in offices/meeting room/labs/study spaces for faculty, instructors, students and guests including end-of-access processes
• Prepares memos and letters for signature at the request of the Chair.
• Assists in procurement needs of faculty (requisitions and P-card purchases); reconciles departmental purchases.
• Co-ordinates and schedules travel, accommodation and interview schedules for candidates being interviewed for faculty positions. Prepares and distributes candidate information packages.
• Helps to prepare expense reports, as required.
• Manages shared department networks, drives and information repositories
• Maintains SMU internal phone directory and email distribution lists
• Edits and maintains Department website
• Compiles, edits, prints and distributes handbooks and other resource materials for faculty and students.
• Posts notices to cancel classes, as required and directed by Department Chair when professors or instructors must be absent from classes.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant IV, you will have:

• Completion of High School plus 1 year Community College business/secretarial course
• A Minimum one year related experience.
• Technical Typing.
• Working Knowledge of several software packages including Microsoft Suite.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Working in a university environment considered an asset.
• Ability to work remotely and support faculty working remotely.
• Website and social media communication experience an asset.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].