The Opportunity

Halifax, NS
Entry Level
Full-time - Permanent
$40,116 - $47,516 / year

This position is being re-posted.

Date Posted: 07 July 2023

Posting Deadline: 28 July 2023

Department: Faculty of Arts: Dept. of Criminology and Dept. of Global Development Studies

Type of Employment: Permanent, Full-time

Group Affiliation: Bargaining Unit 79, Group 6 ($40,116- $47,516 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Secretary IV to join our Departments of Criminology and Global Development Studies.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

  • Competitive compensation
  • Comprehensive benefits package
  • Defined Contribution Pension plan
  • Vacation
  • Holiday closure
  • Summer hour schedule
  • Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Dean of Arts or the Dean's designate, the Secretary IV will:

  • Provide secretarial and administrative support to the Chairpersons of Criminology and Global Development Studies, and other members of the two academic departments including full- and part-time faculty, and other personnel with links to departmental activities
  • Acts as the primary contact for the Departments of Criminology and Global Development Studies. Answers the telephone and greets visitors. Responds to inquiries or refers to appropriate faculty member/campus community department.
  • Organize faculty meetings, lectures, seminars, receptions and other special events, in person or online, including catering, agenda, notices, etc. Takes minutes at departmental meetings.
  • Create and maintains filing systems and data bases; organizes electronic and paper files and filing systems, and ensures backup and protection of material (e.g. meeting minutes, department policies, etc.).
  • Assist the Chairperson and Coordinator of undergraduate and graduate programs and/or designate with creation of annual timetable of course offerings.
  • Provide support to the Chair for the hiring of part-time instructors (e.g. posting advertisements with CUPE, handling applications, preparing contract recommendations, compiling files for submission to Dean's Office, organizing three-year reviews).
  • Be responsible for mail/correspondence; including collecting, sorting, distributing incoming/outgoing mail and correspondence. Processes outgoing mail and prepares courier packages according to national and international importing & exporting governmental laws.
  • Assist in procurement needs of faculty (requisitions and P-card purchases); reconciles departmental purchases on P-Card.
  • Maintains office supplies to ensure adequate inventory and tracks budget lines, as required.
  • Edit and maintain SMU internal phone directory, email distribution lists and Department websites.

The Collective Agreement can be viewed here.

Experience and Education Requirements

· To be the successful Secretary IV you will have:

  • Completed high school plus a one (1) year Community College course in business/secretary or equivalent
  • A minimum of one (1) year of related experience
  • Working knowledge of several software packages including Microsoft Suite
  • The ability to handle and maintain confidential materials as well as demonstrated ability to work under pressure
  • Strong organizational skills and the ability to function independently and as part of a team
  • Strong communication and listening skills.
  • Assets for the position include experience working in a university environment as well as previous website maintenance experience and social media communication experience.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

· Resume

· Cover Letter

· Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].

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!