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The Opportunity

Halifax, NS
Education and Training
Entry Level
Full-time - Permanent

Position: Secretary IV (NSGEU Local 79)

Department: International Centre, Student Services

Annual Salary: $37,797 - $44,769 (Group 6)

Under the supervision of the Manager International Student Services, International Centre, the Secretary IV provides secretarial and administrative support to the Manager and to The Centre.

What you'll do

Responsibilities

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

  • Acting as the primary contact for The Centre including greeting visitors and students; responding to inquiries and/or directing visitors to appropriate person; liaising with the university community and external contacts; and booking appointments or referring students to on-campus services as required.
  • Compiling information received in the International Centre from both inside and outside the university.
  • Composing and editing the online Newsletter using website publishing software for the approval of the Manager or Advisor and circulating the newsletter to faculty, staff, and international students on and off campus and outside agencies via the internet.
  • Updating the Centre's web pages.
  • Gathering, collating, and disbursing information to incoming international students via email and via regular.
  • Creating and maintaining filing systems including the organization of electronic and paper files and filing systems and ensuring backup and protection of material (e.g. meeting minutes, etc.)
  • Scheduling appointments and coordinating meetings for The Centre's staff.
  • Attending and preparing minutes associated with Department meetings, as necessary.
  • Maintaining inventory of office supplies to ensure adequate inventory, tracks departmental budget lines as required.
  • Responsible for mail/correspondence, including collecting, sorting, and distributing the incoming mail and correspondence. Processing outgoing mail, correspondence, and courier packages (domestic and international).
  • Updating and maintaining the department bulletin board.
  • Maintaining petty cash, as required and collecting money for trips and other events and making bank deposits.
  • Preparing expense reports, cheque requisitions, as required.
  • Keeping accurate account of the departmental budget including preparing monthly reconciliation for supplies and services ordered through Department Pcard.
  • Making and issuing free tickets to students attending Thanksgiving and Boxing Day Dinners under the direction of the Manager. These events also include arranging logistics such as room bookings, catering, sound system, and volunteers to serve and invitations to special guests.
  • Maintaining bookings of the International Centre by internal and external groups.
  • Under the supervision of the International Student Advisor, updating and maintaining a database for airport arrivals for The Language Centre and degree students and sending requests to the limousine company.
  • Receiving student data from Registrar's Office and preparing a report of the breakdown of students from various countries and distributing this report to selected members of the Administration.
  • As required, typing memos, letters, reports, proposals and other documents for the Manager and The Centre's staff.
  • Assisting with developing and formatting assessment for various programs and services.
  • Assisting the Manager, Advisor, student staff, and volunteers in the planning and delivery of orientation, study permit and visa sessions.
  • Compiling, collating, and distributing information and materials.
  • Coordinating, ordering and overseeing catering.

What you'll need

Qualifications

To be the successful Secretary IV you will possess a one (1) year Community College business course and a minimum of one (1) year of recent and related experience including experience working within a cross-cultural setting and providing services for a diverse population. You demonstrate strong communication and listening skills, proficiency in the Microsoft Suite of software and proficiency in a second language. Website maintenance experience will be considered an asset.

We're looking for

Core Skills

Administrative Functions Clerical Skills Secretarial Skills

A little bit about us

Saint Mary’s University

Founded in 1802, Saint Mary's University is one of Canada's oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world. Saint Mary's University is home to one of Canada's leading business schools, a Science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

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.

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: June 5, 2018 Competition Closes: June 15, 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