Saint Mary’s University

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

• Responsible for ITSS electronic and physical files and records for purchasing, contracts and physical assets including preparation, distribution and tracking.
• Providing reception and acting as the first point of contact for the department.
• Providing clerical support; including photocopying, scanning, sending faxes, arranging for courier services.
• Coordinating the booking of the ITSS meeting room and Nexus training room.
• Invoicing departments for ITSS special services.
• As required, performing non-confidential administrative functions in the absence of the Administrative Assistant.
• Assisting in the maintenance of the department web site content by entering content provided by others.
• Assisting the Administrative Assistant in preparing and assembling Committee documents, if applicable.
• Recommending changes to filing and administrative operating procedures to the Administrative Assistant.
• Processing requests for product and services by preparing cheque requisitions, purchase requisitions and other financial documents and ensuring proper approvals are received and following appropriate procedures.
• Contacting vendors to obtain quotes for goods and services, clarifying invoices, and processing payment requests on P-Card when goods are received.
• Following up with vendors on orders to update order status and delivery times and informing Management of any status changes expected or delivery times.
• Assisting in the preparation of Request for Proposals and Request for Information by collating and formatting requirement and specifications.
• Responsible for the reconciliation of the monthly purchasing card transactions.
• Ensuring the monthly telephone bills (Landline and Mobile) are paid promptly to avoid late payment charges.
• Reviewing the university telephone bill on a monthly basis to reconcile the vendor bill with internal telephone records.
• Completing budget transfer requests to departments for long distance and special equipment and service charges.
• Generating the telephone billing statements and distributing them to departments.
• Maintaining the campus telephone directory by setting up users and departments, assisting individuals in updating the online directory, and generating printed telephone directories when required.
• Conducting monthly analysis and review of University mobile service usage and billing to identify anomalies.
• Ensuring the monthly copy/print bills are paid promptly to avoid late payment charges.
• Reviewing the university copy/print bill on a monthly basis to reconcile the vendor bill with internal records.
• Completing budget transfer requests to departments for copy/print and special equipment and service charges.
• Generating the copy/print billing statement and distributing them to departments.
• As a supplement to the Project Coordinator, supporting ITSS technical projects and the Project Office by updating project plans and project records and updating project status reports.
• Scheduling and coordinating meetings, including logistical and catering arrangements; taking minutes at meetings, and communicating with project members.
• Liaising closely with Project Office and Project Managers (typically the ITSS Managers) in obtaining project updates and generating accurate project status reports.

To be the successful Secretary II you will have completed a one (1) year community college administrative, business or technical diploma and one (1) year of directly related experience. You demonstrate knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, Access), currency on changing technologies, and possess the ability to work in fast-paced, team oriented environment. Knowledge of Banner and Call Bill an asset. Knowledge of mobile calling plans an asset.

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!

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: June 20, 2018 Competition Closes: July 3, 2018

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 University promotes a scent free environment and is proud to be tobacco-free as of September 1, 2013