The Opportunity

Halifax, NS
Full-time - Permanent

Position: Secretary IV (NSGEU Local 79)

Department: Studio for Teaching and Learning

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

Under the supervision of the Administrative Assistant, the Secretary IV will focus on Customer Service, administrative support to the Director Academic Learning Services, reception for the Writing Centre and Academic Communications (WCAC), support for ALS programming, travel and travel logistical support for the Studio, clerical and operational support to ALS and WCAC staff and other Studio units and data collection and report preparation. The Secretary IV is the first point of contact for the ALS and the WCAC to respond to basis inquiries from student, faculty, staff and external community, which supports thousands of student visits to the WCAC. The Secretary IV also provides operational and travel logistical support to the Director and other Studio staff.

What you'll do


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

  • Acts as first point of contact for ALS and WCAC, and welcomes students, staff, faculty and the general public. Finds appropriate person to assist callers and visitors and ensures they find appropriate assistance. Responding to inquiries via phone, face-to-face and email providing information on ALS services and policies from the University community, publishers, sales representatives, parents, other education institutions and external organizations.
  • Liaises with faculty and students to promote the ALS services and determines eligibility and schedules services.
  • Providing secretarial and administrative support to the Director, ALS.
  • Providing travel logistics support for Studio staff undertaking business trips; assisting in processing and submitting travel expense reports; liaising with travel companies and government departments.
  • Assisting in organizing and coordinating the Director's meetings, events, travel and conference logistics.
  • Acting as back up for the Secretary IV, Educational Development and Technology.
  • Providing support for ALS hiring of part-time, casual and student employees. Maintaining information on casual and student employees. Assisting the Director in providing orientation to new employees.
  • Completing WCAC payroll forms for the Directors approval and submitting casual payroll information forms on behalf of the Director.
  • Coordinating writing tutor work schedules. Tracking and making recommendations to the tutoring schedule based on WCAC student usage. Maintaining and entering data on the WCAC student usage.
  • Creating and maintain ALS filing systems and databases, organizing electronic and paper files and filing system, and ensuring back up and protection of material.
  • Responsible for checking inventory, copying materials, data entry, gathering information, and mail distribution.
  • Reporting all departmental payables, preparing cheque requisition, budget transfers and expense reports, and financial reconciliation.
  • Prepares and maintains a list of course instructors and contact information for each term.
  • Arranging for print and/or electronic notices and advertising regarding WCAC in on-campus publications, listservs, website, etc.
  • Assisting in coordinating ALS event programming including ordering supplies, mailing promotional materials/invitations, coordinating room bookings, catering arrangement, etc.
  • Assisting the Director in the dissemination and recording of results from the WCAC's evaluation survey, including collecting and entering results from surveys into a database and producing required reports from the database for the Director.
  • In conjunction with ALS staff members, organizing and coordinating visiting guests accommodations and preparing itinerary.
  • In co-operation with the Studio communications staff, assisting in producing and distributing advertising flyers/bulletins for events.
  • Providing travel and logistics support for Studio staff including arranging and booking flights and other transportation, accommodations, assisting in processing and submitting travel expenditures, assisting in the procurement of visa and other travel documents and liaising with travel companies and governmental department.

What you'll need


To be the successful Secretary IV you will possess a one (1) year community college administrative or business diploma or equivalent and a minimum one (1) year of directly related experience in a cross cultural working environment. You will demonstrate strong organizational skills and ability to function independently and as part of a team. Strong communication and listening skills along with proficiency with the MS Office Suite and WCOnline (or similar). Working in a university environment or comparable setting would be considered an asset.

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

Are you interested?

Work With Us

Apply for this opportunity online by visiting 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 27, 2019 Competition Closes: July 8, 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