The Opportunity

Halifax, NS
Entry Level

Position: Secretary IV (NSGEU Local 79) (Maternity Leave Replacement until May 21, 2021)

Department: Faculty of Arts, Department of Sociology and Department of Criminology, and Women and Gender Studies Program

Annual Salary: $37,797 - $44,769 (Group 6) + 4% in lieu of vacation

The Secretary IV for the Departments of Sociology and Criminology and the Women and Gender Studies Program works as a staff member of the Faculty of Arts and is a staff member of the Faculty of Arts Administrative Support Team. The Secretary IV reports to the Dean of Arts through the Dean's designate and works under the direct supervision of the Chairpersons of Sociology and Criminology and Coordinator Women and Gender Studies. Under the supervision of the Chairpersons of Departments of Sociology and Criminology and Coordinator of Women and Gender Studies Program, the Secretary IV provides secretarial and administrative support to full and part-time faculty, and other personnel with links to departmental and program activities. The Secretary IV is the first point of contact to respond to basic enquiries from students, faculty, University staff and external community, and provides appropriate referrals for complex inquiries. The Secretary IV is a resource and point of liaison in the Departments and Program and other units within the University.

What you'll do


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

  • Acting as primary contact for the units when answering the telephone and greeting visitors along with responding to enquiries or referring to appropriate faculty members/campus community departments.
  • Organizing faculty meetings, lectures, seminars, receptions and other special events including catering, agendas, notices, etc., including taking minutes at program and departmental meetings.
  • Assisting Chairs and Coordinators of undergraduate and graduate programs and/or designate(s) with creating the annual timetable of course offerings.
  • Responding to student inquiries through a variety of mediums including in-person, telephone and email.
  • Receiving student applications for majors, screening for departmental and program approval and ensuring major forms are complete.
  • Providing support for the hiring of part-time instructors (e.g. posting advertisements with CUPE, handling and organizing applications, preparing contract recommendations, organizing three-year reviews); for the hiring and annual review of new full-time faculty; and for the tenure and promotion files of faculty.
  • Serving as liaison between the Departments and Programs and the FGSR in relation to administrative matters. 
  • Maintaining the collection of Masters and Honours theses for all academic units and assisting in administrative/clerical matters related to the supervision of Honours and Masters theses.
  • Providing assistance to faculty for course-related tasks (e.g. grading systems, print shop and bookstore).
  • Providing logistical and procedural assistance to faculty, instructors, visiting professors, and undergraduate and Masters students in all units, including liaising with the Library, ITSS, the Studio.
  • Assisting Graduate Coordinators by organizing candidates' files and forms for the graduate admission process and with progress reports on Masters students, as required.
  • Responsible for mail/correspondence, including collecting, sorting, and distributing incoming/outgoing mail.
  • Assisting the Chairpersons/Program Coordinators to prepare annual budget forms through VENA including monitoring budget expenditures and preparing budget transfers under the Chairpersons/Program Coordinators.
  • Preparing expense reports, cheque requisitions and Visa reconciliation including coding invoices and forwarding for payment.
  • Monitoring and ordering office supplies to ensure adequate inventory and tracking departmental and program budget lines as required by the Chairs and Program Coordinators.
  • Acting as key operator of the multi-function photocopier and fax machine.
  • Monitoring physical condition of all locations within the department and reporting areas requiring maintenance and/or issues related to Occupational Health and Safety.
  • Drafting, compiling, printing and distributing handbooks and other resource materials for faculty and students.
  • Preparing memos and letters from drafts for signature.
  • Liaising with the Faculty Communications Officer to handle publicity arrangements and to create various publicity materials for the Department, e.g posters, newsletters, advertisements for special events, media releases.
  • Moderating listservs, as required.
  • Liaising with the Faculty Communications Officer to arrange for website development and updates.
  • Supporting faculty in keeping their individual webpages current.
  • Posting notices to cancel classes, as required and as directed by Chairs and Program Coordinators, when faculty or instructors must be absent from classes.
  • Providing basic services (e.g. mail, reception, etc.) in a backup support role for other Departments/Programs in the Faculty of Arts as required because of vacation, illness, leaves, or other contingencies.
  • Other duties as assigned

What you'll need


To be the successful Secretary IV you will possess a one (1) year Community College business course and a minimum one (1) year related experience. You have working knowledge of several software packages including Microsoft Suite; the ability to handle and maintain confidential material; and strong organizational skills with the ability to function independently and as a part of a team. Strong communication and listening skills and the ability to work under pressure will round out your success in this position. Experience working in a University environment and website maintenance skills will be considered assets.

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: December 16, 2019 Competition Closes: January 9, 2020

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 Healthy Campus including a Scent-Free environment and a Smoke-Free Campus