Position Details

Position Information

Position Title Administrative Assistant

Research Project

Department/Unit Undergraduate Medical Education

Location Halifax, Nova Scotia, Canada

Posting Number S283-26

Employee Group NSGEU Local 77

Position Type Term

Duration of Contract (if applicable) 1 year

Employment Type Full Time

Full-time Equivalency (FTE) 1.0

Salary $27.60 - $34.94 per hour ($50,232–$63,584 per annum, 35 hours per week)

Classification C5

Provisional Statement

This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

About Dalhousie University

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary The Department of Undergraduate Medical Education ( UGME ) within the Faculty of Medicine, delivers an informative and challenging curriculum for the undergraduate students enrolled in the Medical School, which will prepare them for the next stage of their medical education. Reporting to the Manager, Academic Progress, the Administrative Assistant will provide administrative support for the UGME office, Assistant Dean and various committees as well as be the primary contact for the department.

Key Responsibilities

- Serve as the primary administrative contact for Undergraduate Medical Education ( UGME ), managing student, faculty, and stakeholder communications while ensuring accurate tracking of student records, attendance, and program requirements.
- Coordinate and support UGME committees by scheduling meetings, preparing agendas and materials, recording and distributing minutes, maintaining documentation, and ensuring follow-up on action items.
- Provide executive administrative support to UGME leadership, including managing calendars, correspondence, meeting preparation, inquiries, and confidential information.




- Administer student-related processes, including requests for time off, absence tracking, certification monitoring, records management, and communication of decisions in accordance with established policies and procedures.
- Deliver office administration and reception services, including responding to inquiries, managing office operations, maintaining supplies and budgets, processing payments, distributing mail, and supporting departmental initiatives.
- Maintain accurate electronic and physical records, prepare routine correspondence and reports, assist with examinations and data entry, and contribute to the implementation of process improvements and administrative best practices.

Note The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.

Required Qualifications

- Business Administration or Administrative Professional program with three to five years’ relevant experience (or an equivalent combination of training and experience).
- Demonstrated excellence in organizational, communication, interpersonal, and customer service skills, with strong attention to detail and accuracy.
- Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and SharePoint, with strong data entry and records management skills.
- Proven ability to work independently, manage multiple competing priorities, exercise sound judgment, and maintain confidentiality with professionalism and discretion.

Assets

- Experience working in a university, healthcare, government, or academic medical education setting.
- Knowledge of records management practices, committee administration, and meeting coordination.
- Familiarity with medical education programs, regulatory reporting processes, and stakeholder engagement across academic and healthcare organizations.





Job Competencies The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular:

- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
- Service

Additional Information Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees ( NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.

For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information.

If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance.

Dalhousie

University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .

Posting Detail Information

Number of Vacancies 1

Open Date 08/28/2026

Close Date 09/04/2026

Open Until Filled No

Special Instructions to Applicant

Quick Link for Direct Access to Posting https://dal.peopleadmin.ca/postings/22073

📌 Administrative Assistant (Halifax Regional Municipality)
🏢 Dalhousie University
📍 Halifax Regional Municipality