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The Opportunity

Halifax, NS
Administrative
Experienced
Temporary

Position: Secretary IV (Maternity Leave Replacement) (NSGEU Local 79)

Department: Counselling Centre, Student Services

Annual Salary: $37,707 - $44,769 (Group 6)

Under the direct supervision of the Assistant Director of Student Services, the Secretary IV, The Counselling Centre, provides confidential secretarial and administrative support to the Assistant Director of Student Services, the Counsellors and the Intake and Programs Coordinator, students and student volunteers.

What you'll do

Responsibilities

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

  • Answering the telephone and greeting students, staff and other visitors.
  • Responding to enquiries via telephone/email and referring to the appropriate counsellor or department.
  • Scheduling appointments for Counsellors, the Assistant Director and the Intake and Program Coordinator.
  • Assessing and responding appropriately to students in various levels of crisis using sound judgement and established protocols for availability of appointment times.
  • Referring students to on and off campus services as required.
  • Responding to faculty, staff and community agencies regarding emergencies relating to students. 
  • Distributing appropriate forms and information for a wide variety of situations.
  • Typing correspondence and other related departmental documents.
  • Maintaining counselling database and running counselling statistical reports.
  • Updating, creating and distributing promotional material and website for department.
  • Creating brochures, flyers, and educational material and arranging for mail out.
  • Maintaining and updating counselling files on a daily basis.
  • Reconciling monthly VISA statement; purchasing necessary items for office and registering staff for workshops/conferences, as required.
  • Creating and maintaining confidential files and obtaining information from Banner when necessary.
  • Creating, maintaining and distributing internal and external contact and referral lists.
  • Scheduling meetings and other office functions and arranging for refreshments and other meeting requirements.
  • Ensuring counselling forms/records are available and accurate.
  • Ensuring required intake and evaluation forms are provided to clients.
  • Responsible for opening/closing of office and office files.
  • Collecting and tracking fees for books loaned to students through The Counselling Centre.
  • Maintaining emergency management templates for The Counselling Centre.
  • Overseeing the distribution of taxi chits for Counselling Services and is responsible for recordkeeping and payment.
  • Completing all required payroll forms for student staff.
  • Completing expense and payment request forms for staff and student staff.
  • Ensuring that Counsellors have necessary emergency contact information for both internal and external resources.

What you'll need

Qualifications

To be the successful Secretary IV you will have graduated High School in addition to possessing graduation from a one (1) year Community College business course with a minimum of one (1) year of related experience and demonstrated experience dealing with crisis and emergency situations. You have the ability to handle and maintain confidential material; proficiency in Microsoft Suite; strong organizational skills; and the ability to function independently and as part of team. Strong communication and listening skills and a demonstrated ability to work under pressure will round out your qualifications. Working in a university environment and website maintenance experience will be considered assets.

We're looking for

Core Skills

Communication Organizational Skills Confidentiality Crisis and Emergency Situations

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. Visit our web site at www.smu.ca.

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 4, 2019 Competition Closes: February 12, 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