Position: Administrative Assistant

Department: Biology

Position Type: SEIU Admnistrative Assistant 3, Full-time

Date Posted: July 29, 2026

Application Deadline: August 6, 2026 at 11:59 PM

Competition #: 26-16-AU

Salary: $51,504 per annum (SEIU Administrative Assistant 3)

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.

Qualifications

- We are seeking a candidate who has completed a recognized post-secondary program in either office or business administration or a University Degree, combined with related work experience is required.
- Candidates must have excellent organizational skills with attention to detail and accuracy in record-keeping.
- Proven experience delivering a high level of client service and demonstrated ability to think clearly, resolve issues, and work under pressure.
- Proven ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
- Excellent interpersonal and communication skills, with the ability to build positive relationships and communicate effectively with students, faculty, staff, and external partners. A demonstrated commitment to providing inclusive, respectful service to individuals from diverse cultural, social, and lived-experience backgrounds is essential.
- Applicants must be highly proficient in the use of Microsoft Office applications. Experience with database management is required; familiarity with Ellucian Colleague (student information and financial system), Slate (admission and recruitment CRM portal) an asset.
- Familiarity with Acadia University's academic programs, administrative processes, and policies is considered an asset.
- The ability to work both independently and collaboratively as part of a team, demonstrating initiative, flexibility, and a commitment to continuous improvement.

For further information or to request a detailed , please contact Elektra Papadogiorgaki at [email protected].

Responsibilities





Acadia University is recognized for its exceptional student experience, academic excellence, and collaborative community. We are seeking a highly organized, service-oriented Administrative Assistant to join the Biology Department, a large, research-active department with approximately 450 majors. This position plays a vital role in supporting departmental operations, student success, financial administration, academic hiring, and the delivery of undergraduate and graduate programs in the Biology Department.

Reporting to the Head of the Department of Biology, the Administrative Assistant will:

- Serve as the primary point of contact for the Department by welcoming visitors, responding to inquiries, directing calls, and providing information on departmental services, academic regulations, and departmental program requirements.
- Provide comprehensive administrative support, including preparing correspondence and reports, coordinating meetings and events, maintaining records, managing departmental communications, supporting committee work, and ensuring the productive day-to-day operation of the department.
- Support academic operations by coordinating course schedules, classroom and examination bookings, enrolment monitoring, waitlist management, registration support, academic calendar updates, and maintaining course and student records.
- Provide front‑line support to undergraduate and graduate students by responding to inquiries, assisting with registration, reviewing program requirements, supporting course selection, coordinating petitions and special requests, and working closely with faculty advisors to support student success.
- Coordinate academic hiring processes for faculty, teaching assistants, and student employees, including recruitment administration, interview coordination, appointment documentation, onboarding, payroll submissions, and orientation support.
- Prepare and monitor the Department's operating budget in collaboration with the Department Head, process purchase orders and expenditures, reconcile financial records,



administer departmental purchasing (e.g., supplies and equipment for the teaching labs), and provide financial guidance to faculty and staff on departmental accounts and university procedures.
- Coordinate procurement of office, teaching, laboratory, and research supplies and equipment, ensuring appropriate purchasing processes and inventory management.
- Support departmental recruitment, outreach, and student engagement initiatives, including Open Acadia, Experience Acadia, seminars, orientations, Bio Society activities, and other departmental events.
- Assist in maintaining the departmental website, communications, filing systems, office resources, and shared spaces while fostering a welcoming, organized, and inclusive environment for students, faculty, staff, and visitors.
- Collaborate with faculty, university departments, and external stakeholders to support departmental priorities and perform other related duties as required.

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].

📌 Administrative Assistant, Biology Department (Wolfville)
🏢 Acadia University
📍 Wolfville