Administrative Assistant (CLA3)
Education
Central Office
Halifax, Nova Scotia
Department of Libraries and Learning Commons
Term, Full-Time Position: Commencing approximately March 24, 2025 and ending approximately August 15, 2025
Application deadline is 11:59 PM, March 11, 2025
Competition No. 2425-458
Salary range: $55,744.91 to $65,582.25
What you will be doing…
- As the Administrative Assistant, you will have overall responsibility for supporting the day-to-day administrative functions for the Libraries and Learning Commons central department including Accessibility Services.
- You will maintain electronic filing systems; oversee the completion and submission of expense claims and invoices; support the budget management process including tracking all expenditures and supporting budget forecasting; have calendar management responsibilities for the director; and be responsible for all meeting logistics.
- You will be responsible for coordinating and tracking information as it relates to both regular operations and project work.
- You will be tasked with taking and distributing meeting minutes, coordinating the creation and distribution of materials and overseeing all meeting arrangements.
- You are versatile, flexible and very experienced in supporting confidential administrative and project activities.
- This position requires a high level of initiative with an incumbent who anticipates needs, takes proactive measures within their scope of authority and manages competing priorities.
- The incumbent is an integral contact person providing quality service to clients of the department.
Qualifications and Occupational Experience:
- The minimum educational qualification for this position is a post-secondary credential in business or office administration.
- You have a minimum of 3 years of recent and related occupational experience in general office administration and/or Administrative Assistant experience.
- Occupational experience that includes progressive experience at senior administrative levels would be considered an asset.
- You have strong demonstrated experience using computer applications, specifically Office 365 tools including Outlook, SharePoint, Excel and Teams. Experience with PeopleSoft and case management systems would be considered an asset.
- You have experience in reporting, data management and budget oversight.
- Experience in accessibility services is considered an asset.
- You are comfortable working in a digital environment; you take responsibility for acquiring knowledge about advancing technology; and you are committed to using technology to create an exceptional student experience.
Relevant Skills and Knowledge
- You demonstrate a commitment to inclusion, diversity, equity, accessibility and anti-racism
- You possess excellent interpersonal skills that enable you to interact at all levels of an organization.
- You are known for your superior customer service skills and are able to create a relationship of trust beyond the immediate interaction .
- Your superb team working skills enable you to contribute positively to a team environment.
- You have specific technical occupational knowledge and skill in Microsoft Excel as well as other data management programs.
- You are known for your problem solving and critical thinking skills.
- You are a strong communicator.
- You possess excellent coordination skills specifically related to meeting management, events and projects; triaging service requests.
- You have proven records and information management skills and abilities specifically related to file management; data tracking and analysis.
- You demonstrate a strong commitment to service and operational excellence.
- You have a proven ability to manage multiple priorities, work independently, exercise good judgement and show attention to detail.
- You are dedicated to lifelong learning to maintain currency in professional practice.
Candidates selected for interviews will be expected to provide at least three recent, occupational references. The successful candidate will be expected to provide official transcripts to show proof of academic achievements.
NSCC is committed to the full inclusion of all applicants. As part of this commitment, NSCC will ensure that applicants are provided reasonable accommodations, as required. If accommodation is needed to participate in the job application process, please contact Nikki Berrigan, HR Generalist at [email protected]. Our Employee Workplace Accommodation Policy can be found here.
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