Saint Mary’s University

Administrative Assistant, People and Culture

Date Posted: February 7, 2025

Posting Deadline: February 21, 2025

Department: People & Culture

Type of Employment: Permanent Full Time

Group Affiliation: APC Group, Group 4 ($52,531 - $67,696 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, People and Culture to join our People & Culture 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
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Associate Vice President, People & Culture, the Administrative Assistant, People and Culture will:

• Provide high-quality, confidential administrative support to the Associate Vice President in their operational responsibilities as well as their role as a member of the Senior Management Group of the University.
• Be a key ambassadorial role for the University when dealing with Faculty, staff, and the general public.
• Maintains the Associate Vice-President. People and Culture's complex schedule:
• Maintains awareness of emerging issues (both internal and external to the institution) which may have specific calendar implications - develops comfort level with independent decision making in terms of navigating schedule (additions, rescheduling, cancelations).
• Proactively prepares agendas for the Associate Vice-President, People and Culture for regularly scheduled meetings. Additionally prepares correspondence on a variety of matters, for both internal and external audiences, on behalf of the Associate Vice-President for signature.
• Provide operational and administrative assistance that requires thorough knowledge of university policies, procedures, and operations.
• Provide departmental, program, administrative, clerical and systems support in areas of: recruitment and selection, labour and employee relations, payroll, pension and benefits, occupational health and safety, diversity and inclusion and health and wellness.
• Work collaboratively with members of the HR team to ensure the timely, accurate and effective delivery of HR services.
• Produce and maintain documents of a highly confidential and sensitive nature and coordinate activities with other administrative units of the University.
• Perform other duties as required.

Experience and Education Requirements

To be the successful Administrative Assistant, People and Culture you will have:

• High school graduation +2 year community college diploma in business or equivalent, an emphasis on human resources/payroll related functions, an asset.
• Three years' directly related experience.
• Experience working in a high volume, confidential, diverse environment with repetitive tasks and competing priorities.
• Experience providing a proactive solutions-oriented approach to client service and support.
• Excellent customer service skills.
• Ability to exercise judgement.
• Experience tracking and balancing budgets.
• Strong proof-reading, grammar and editing skills, excellent attention to detail and accuracy.
• Strong organizational skills and ability to function independently and as part of team.
• Excellent knowledge of MS Office, Publisher, Access, internet and e-mail applications.
• Experience with an ERP is required; HRIS and Banner experience considered an asset.
• Website maintenance experience, preferred
• Experience in a unionized environment interpreting and applying Collective Agreements.
• Demonstrated understanding of the payroll process, including the ability to understand the impact of various deadlines.
• Report writing experience in a HRIS; Crystal report writing 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].