Position: Administrative Assistant
Department: School of Engineering
Position Type: SEIU Administrative Assistant 3, Part-time (21 hours/week)
Date Posted: February 11, 2025
Application Deadline: February 26, 2025 at 11:59PM
Competition #: 25-07-AU
Salary: $27,116 per annum (SEIU Administrative Assistant 3). Salary increases to $30,222 following successful completion of 6-month probation period. (Annual salary rates based on a 21 hour per week schedule)
Benefits: Our total compensation package includes a defined benefit pension plan, health and dental plan, Telemedicine with Greenshield Health, health spending account, life insurance, optional life insurance, AD&D insurance, long-term disability insurance, employee and family assistance program, tuition discount for employees and their dependents, free gym facility membership, 3 weeks vacation increasing with years of service, university paid holidays including winter break closure.
Acadia seeks a part-time Administrative Assistant in the School of Engineering to provide administrative support to the Director and faculty within the School of Engineering. The Administrative Assistant will serve in an advisory capacity while providing administrative services ensuring the effective and efficient workflow and operation of the school.
Reporting to the Director, the Administrative Assistant will act as the primary point of contact for the School, providing support to faculty, staff, students, external contact, and facilitate the transition of students from Acadia who have completed an undergraduate degree or certificate to further studies at our partnering institution, Dalhousie University. The incumbent will work independently, set priorities, and handle confidential administrative duties requiring an in-depth knowledge of organizational programs, policies, and procedures.
Key responsibilities will include:
- Managing the department's finances, including drafting the Department's annual non-salary budget. Other financial responsibilities include tracking of expenditures through purchase orders and procurement cards, maintaining accounting database, and proactively providing accurate and detailed financial reports for professional development funds and the department budget.
- Oversee school accreditation with Dalhousie University and associated programs.
- Receiving visitors, calls and other contacts to the department and providing informed responses to inquiries and referrals as appropriate.
- Preparation of routine correspondence, records management, preparation of reports and scheduling meetings.
- Maintain financial records and monitor department operating budgets.
- Assist with admissions and student registration inquiries.
- Handle confidential student and faculty matters with discretion and sensitivity.
- Coordinate student data collection and reporting for accreditation purposes.
- Organize recruitment events and maintain communication with prospective students.
- Manage departmental spaces, ensuring compliance with safety requirements.
- Provide support for the Foulis Chair outreach initiatives.
- Completion of a post-secondary program in Office or Business Administration, or a University Degree, combined with relevant work experience.
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills, with demonstrated experience providing exceptional client service.
- Advanced proficiency in Microsoft Office applications. Experience with database management is essential, with familiarity with the Ellucian Colleague system considered an asset.
- Experience managing web and social media presence.
- Familiarity with Acadia University's academic programs and administrative procedures is an asset.
For further information or to request a detailed job description, please contact Keilani Tupper at [email protected]
TO APPLY: Internal candidates (members of SEIU Local 2) must apply by February 26, 2025. Applications from external candidates are also encouraged; however, consideration is dependent upon result of internal competition. To apply for this opportunity, click on the "Apply Now" button and upload your cover letter, resume, and professional references. Internal candidates (members of SEIU Local 2) should also upload a job posting application form.
Please be advised that only those invited for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.
The University invites applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from Aboriginal people, African Nova Scotians, persons with disabilities, visible minorities, women, and persons of any minority sexual orientation or gender identity. Consistent with the principles of employment equity, the primary criterion for appointment to a position is qualifications and professional excellence. Candidates who identify as a member of one of the afore-mentioned groups, and who wish to have the application considered as such, are invited to submit the online Employment Equity Voluntary Self-Identification Form as part of their application package.
The university will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. If you require accommodation because of a disability or for any other reason during the interview process, please contact [email protected]
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