Date Posted: September 21st, 2026Posting Deadline: October 5th, 2026Department: BA Advising & The Dean of Arts OfficeType of Employment: Contract Running to October 31st, 2027, Full-TimeGroup 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 each individual in the University's success. We are currently looking to fill the position of Administrative Assistant IV to join our BA Advising & Dean of Arts Office team.What we offerAs a team member at Saint Mary's, we are proud to offer many perks. Some of these include:Competitive compensationComprehensive benefits package4% Vacation PayFlexible WorkplaceHoliday closureSummer hour scheduleDiscounted Employee Transit EPass through Halifax TransitJob Information and ResponsibilitiesUnder the direction of the Senior Academic Advisor, the Administrative Assistant IV will:Acts as the primary contact for all persons seeking information on or contacts with the BA Advising Centre and others in the Dean's Office.Greets visitors and students, assesses inquiries, responds to inquiries and/or directs to and refers to appropriate staff or faculty member, or university contact or resource.Responsible for mail/correspondence; includes collecting, sorting, and distributing the incoming mail andcorrespondence for the Dean's Office. Processes outgoing mail, correspondence, and courier packages. (e.G. prepare customs and other forms for international couriers)Creates and maintains the filing systems; organizes electronic and hard-copy files and filing systems andensures backup and protection of material (e.G. meeting minutes, policies,



etc.)Responsible for document and word processing; generates various documents using standard software packages from handwritten/draft copies, including memos, manuals, protocol formsMaintains confidential materials (tests, exams, protocols, etc.)Facilities booking, including arranging room bookings, contacting departments and providing confirmationsOrganizes purchasing delegated by Advisors and others in the Dean's Office, and maintains appropriate records; maintains and orders office supplies and materials, as requiredManages keys and access codes; coordinates the acquisition and return of keys, as appropriateDrafts letters, memos, and other documentation; proofreads documents for internal and external distribution. In particular, assists with document preparation and distribution associated with BA Advising Centre activities (e.G. reports, memo, manuals, assignments, contracts, etc.)Assists the members of the BA Advising Centre with booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.In accordance with the Academic Calendar, provides front-line academic information and advice to students including, but not limited, reviewing and advising on course pre-requisites, providing advice on the required forms to complete,



class withdraw processes and upcoming deadlinesPrepares required meeting materials for student meetings with Advisors.Provides basic services (e.G. mail, reception, etc.) in a backup support role to the Dean of Arts Office as required because of vacation, illness, or other leaveThe Collective Agreement can be viewed here.Experience and Education RequirementsTo be the successful Administrative Assistant IV you will have:Completion of High School diploma plus a 1 year Community College business program, or equivalentMinimum 1 year directly related experienceCompetency in Microsoft Office SuiteExcellent communication and organization skills, and ability to function independently, and as part of a teamStrong computer skills (PC and Mac)Demonstrated ability to work under pressureAbility to handle and maintain confidential materialWorking in university environment considered an assetExperience with SCT Banner considered an assetWebsite maintenance experience an assetApplication DetailsResumeCover LetterThree Professional ReferencesLate 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 welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community.All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [email protected].

📌 Administrative Assistant Iv – Ba Advising & Dean Of Arts Office (Halifax Regional Municipality)
🏢 Saint Mary's University
📍 Halifax Regional Municipality