Discover

The Opportunity

Halifax, NS
Administrative
Experienced
Full-time

Position: Secretary II (NSGEU Local 79)

Department: Confucius Institute

Annual Salary: $33,283 - $38,202 (Group 4)

Under the supervision of the Co-Directors, Confucius Institute, the Secretary II provides bilingual (English and Mandarin) secretarial and administrative support to the Co-Directors, teachers, and students of the Institute and coordinates cultural events.

What you'll do

Responsibilities

Duties as the Secretary II include, but are not limited to:

  • Creating and maintaining an electronic and paper filing system. Ensuring backup and protection of materials.
  • Reconciling Institute on-line accounts.
  • Organizing meetings, takes minutes and prepares reports.
  • Monitoring and ordering office supplies and equipment.
  • Updating Institute chronicles on a weekly basis.
  • Orienting new employees including office and computer set up.
  • Arranging for residence for Chinese teachers.
  • Drafting contracts, Agreements and other documents, as required.
  • Designing, receiving and maintaining course registration.
  • Booking classrooms for courses.
  • Assisting teachers to prepare teaching materials.
  • Organizing and overseeing HSK (Chinese proficiency test).
  • Acting as key contact for the Institute for internal and external calls.
  • Responsible for incoming and outgoing mail and email correspondence.
  • Greeting visitors and responding to inquiries.
  • Responsible for domestic and international courier packages.
  • Organizing and conducting campus orientation for international guests and students.
  • Responsible for the logistics for the Co-directors and visiting guests including planning itinerary, booking tickets, hotel reservations, arranging ground transportation, hospitalities.
  • Assisting with Visa applications.
  • Preparing expense reports, invoices and payment requests, biweekly time sheets, Expenses & Revenue Adjustment forms, funds transmittal to FS forms and Petty Cash request forms.
  • Managing petty cash, if required.
  • Assisting in procurement needs of the Institute, including managing P-card.
  • Preparing invoices and tracking payments.
  • Assisting Co-Directors to draft event proposals.
  • Promoting events, designing invitation cards and letters and coordinating mailing.
  • Reserving event space, coordinating catering events, preparing materials for activities, decorations and prizes.
  • Liaising with internal and external departments or organizations to rent their services.
  • Managing volunteer teams.
  • Designing and creating advertisements, brochures, posters and materials for courses and events for various internal and external media.
  • Maintaining Institute bulletin board, website, Facebook/Twitter account.

What you'll need

Qualifications

To be the successful Secretary II you will possess a one (1) year community college business course and a minimum one (1) year of directly related experience. You are Bilingual (English and Mandarin). You will demonstrate excellent organizational skills, oral/written communication skills in an intercultural environment and interpersonal skills along with proficiency with the MS Office Suite of products including Access, Excel, PowerPoint, and mail merge function. The ability to work in a fast-paced, team oriented environment and strong customer service skills will round out your success in this position. Experience working in a university environment considered an asset. You also have the ability to work evenings and weekends as required. Website maintenance experience will be considered an asset.

We're looking for

Core Skills

Intercultural Skills Organizational Skills Bilinqual English and Mandarin

A little bit about us

Saint Mary’s University

Saint Mary's University is one of Canada's top primary undergraduate universities--known for its international collaborations, leadership in entrepreneurship, and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada's best and feature professors who are committed to the success of their students. Saint Mary's provides our 7,000 students with a place that fosters possibility, excellent research opportunities, and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax, Nova Scotia, on Canada's east coast, Saint Mary's University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary's University community is committed to a prosperous future for the world-a world without limits.

Learn more about working at Saint Mary's University here and follow us on LinkedIn, Facebook, Twitter and Instagram!

Are you interested?

Work With Us

Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: February 14, 2019 Competition Closes: February 21, 2019

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's Univeristy promoties a Healthy Campus including a Scent-Free environment and a Smoke-Free Campus