The Opportunity

Halifax, NS
Administrative and Clerical

The Department of Information Technology, Economics, Philosophy/Religious Studies, and Political and Canadian Studies at Mount Saint Vincent University invites applications for the position of Administrative Assistant.

What you'll do


Reporting to the Chairs of four academic departments, this position plays an integral role in the daily functioning of all departments. The incumbent performs a wide variety of administrative duties for multiple supervisors. The incumbent receives work from a number of individuals and must anticipate daily fluctuations and departmental needs to independently prioritize her workload to satisfy expectations and timelines.

  • Relieves Chairs of administrative detail, which includes handling mail, composing correspondence and other documents, maintaining the department timetable, coordinating workflow and ensuring delegated tasks and projects are on schedule.
  • Takes initiative in Chair’s absence. Anticipates and acts on future assignments and projects.
  • Researches and drafts the annual departmental report to the President, the Annual Report to the Research Office.
  • Assists the Chair with the Self-Study for Program External Reviews, which includes the compilation of departmental spreadsheets, datasheets, statistics, and records, such as departmental timetables, course enrolments, course grades and other statistics.
  • Responds to in-person, telephone, and electronic inquiries and triages those inquiries to others when appropriate.
  • Maintains supplies inventory and overall management of the Administrative Assistant’s office.
  • Arranges telephone appointments for Chairs, providing back-up materials for these appointments.
  • Regularly monitors and communicates information to IT Student Lab Assistants.
  • Monitors the departmental budget, ensuring transactions are completed accurately.
  • Organizes part-time faculty hiring competitions throughout the recruitment process, beginning with drafting and posting positions, to arranging interviews, to orienting new part-time faculty members. Also assists with orienting full-time faculty members.
  • Oversees the preparation/production of examinations for the Economics Department.
  • Ensures security of departmental files, both electronic and hard copies.
  • Provides technological assistance to Chairpersons and faculty members when required.

What you'll need


A two-year community college diploma in Business Administration or equivalent, and a minimum of two years’ related experience (preferably in an academic environment) are required. A university degree and additional experience is considered an asset. The preferred candidate will have exceptional interpersonal skills, and is self-assured, energetic, approachable, and reliable. Additional requirements include: superior time management, communication skills (including excellent writing skills) demonstrated problem solving/analytical abilities, proven organizational skills, demonstrated ability to work and multitask in a very busy environment, and strong customer service skills. Candidate must be proficient in the use of Microsoft Office Suite.

We're looking for

Core Skills

Strong interpersonal and communication skills Time management skills Problem Solving Skills Analytical Skills Proficient in Microsoft Office Suite

A little bit about us

Mount Saint Vincent University

Recognized as a leader in distance and experiential learning, and based on a strong tradition of social responsibility, Mount Saint Vincent University takes a personalized approach to education to nurture socially responsible global citizens. Founded in 1873, the Mount has been nationally recognized for having one of the lowest student-to-professor ratios, for providing students early access to valuable research opportunities, for its legacy in the advancement of women, and for facilitating critical advancements in food security, healthy aging, literacy, and childhood development. The Mount believes that our people are our foundation and our relationships are built on respect and accountability. Please visit to learn more about us. 

Are you interested?

Work With Us

Classification: NSGEU Level 6

Salary Range: $37,650 - $44, 959 per annum

Start Date: ASAP

Applications should include a cover letter and resume. This competition closes on October 17, 2017.

Mount Saint Vincent University is strongly committed to fostering diversity and inclusion within our community and encourages applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities, and other groups that would contribute to the diversification of our campus. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify in their application materials. All qualified candidates are welcome to apply; however, priority will be given to Canadian citizens and permanent residents.