Overview
Administrative Assistant IV – Department of Earth Science (Geology) (Bargaining Unit 179) Jobs in Halifax, Nova Scotia, Canada at Saint Mary’s University
Title: Administrative Assistant IV – Department of Earth Science (Geology) (Bargaining Unit 179)
Company: Saint Mary’s University
Location: Halifax, Nova Scotia, Canada
Date Posted: April 9, 2026
Deadline: April 23rd, 2026
Department: Department of Earth Science (Geology)
Type of Employment: Permanent, Full-time
Group Affiliation: Bargaining Unit 179, Group 6 ($43,410- $51,418 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 everyone in the University's success. We are currently looking to fill the position of Administrative Assistant IV in the Department of Earth Science (Geology) to join our team.
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
- Flexible working environment
- Employee Transit EPass through Halifax Transit
Job Information And Responsibilities
Under the direction of the Supervisor, Administrative Support Services, the Administrative Assistant IV:
- Provides cross-functional administrative backup support to other Science Administrative Assistants during vacations, absences, or peak workload periods to ensure continuity of operations.
- Acts as the first point of contact for students, faculty, university staff, and the external community by responding to general inquiries and providing accurate information or appropriate referrals.
- Answers telephone calls, greets visitors, and directs inquiries to the appropriate faculty member or campus department.
- Monitors voicemail, departmental email accounts, and fax communications; responds or redirects messages as appropriate.
- Prepares and processes financial documentation, including reimbursements for faculty and staff, and assists with basic financial reporting as required.
- Maintains and distributes materials for student pick-up as requested by instructors.
- Coordinates and organizes faculty meetings, lectures, seminars, receptions, and special events (in-person and virtual), including catering, agendas, and communications.
- Records and prepares minutes for departmental meetings and other meetings as requested.
- Manages the Chair's calendar, including scheduling appointments and coordinating meetings.
- Maintains organized filing systems and databases (electronic and physical), ensuring proper backup and confidentiality of records (e.g., meeting minutes, policies).
- Coordinates visiting guests' logistics, including travel arrangements, accommodations, itineraries, and promotional materials.
- Provides logistical and procedural support to faculty, instructors, and visiting professors, including liaison with campus services (e.g., Library, EIT).
- Manages access to departmental spaces and equipment for faculty, staff, students, and visitors, including onboarding and offboarding processes.
- Coordinates the ordering of books, teaching materials, reference copies, and course packs.
- Collects and compiles teaching-related data from faculty and prepares reports as required.
- Supports the Chair and designates in fulfilling responsibilities under the SMUFU Collective Agreement (e.g., scheduling meetings, maintaining advising and curriculum files, supporting appointments processes).
- Maintains departmental contact lists, email distribution groups, and website content.
- Provides reception and administrative backup support to other departments/programs within the Faculty of Science Administrative Services team
- Performs other related duties as assigned.
The Collective Agreement can be viewed here.
Experience And Education Requirements
To be the successful Administrative Assistant IV, you will have:
- Completion of High School plus one year Community College business, secretarial, or related course and minimum one-year related experience.
- Technical typing.
- Working knowledge of several software packages including Microsoft Office Suite.
- Ability to handle and maintain confidential material.
- Strong organizational skills and ability to function independently and as part of a team.
- Strong communication and listening skills
- Demonstrated ability to work under pressure.
- Ability to work remotely and support faculty working remotely.
- Working in a university environment considered an asset.
- Website and social media communication experience an asset.
Application Details
Required
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].
