Position Information
Position Title
Administrative Assistant
Research Project
Department/Unit
Medical Education Program - NB
Location
Saint John, New Brunswick, Canada
Posting Number
S110-26
Employee Group
NSGEU Local 77
Position Type
Regular, On-Going
Duration of Contract (if applicable)
Employment Type
Full Time
Full-time Equivalency (FTE)
1.0
Salary
$26.73- $33.84 per hour ($48,651 - $61,582 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
Dalhousie Medicine New Brunswick (DMNB) is a campus of Dalhousie’s Faculty of Medicine. The main administrative office is located on the UNB Campus in Saint John. Reporting to the Director of Operations, the Administrative Assistant is responsible for providing administrative support to the Senior Associate Dean, the Assistant Dean Clerkship, the Assistant Dean PreClerkship, Chief Operating Officer, Director of Operations, and other members of the leadership team. The Administrative Assistant is the main liaison for the Senior Associate Dean’s office and interacts with the university, hospital, government officials, faculty, staff, students and other stakeholders.
Key Responsibilities
- Provide administrative support to DMNB leadership, managing calendars, correspondence, meetings, travel, records, and day‑to‑day office operations with discretion and sound judgment.
- Coordinate meetings, events, and appointments, including room bookings, agendas, materials, minutes, catering, audio‑visual requirements, and follow‑up, ensuring alignment with priorities and governance requirements.
- Serve as the primary point of contact for students, staff, faculty, and external stakeholders, responding to inquiries, triaging requests, and ensuring professional and confidential communications.
- Support Faculty of Medicine and DMNB committees by maintaining membership records, scheduling meetings, preparing agendas and minutes, and ensuring accurate documentation and compliance with terms of reference.
- Assist with the planning and delivery of special events, ceremonies, site visits, and promotional activities, coordinating logistics, vendors, timelines, materials, and expense tracking.
- Provide general clerical and operational support, including confidential student correspondence, financial reconciliations, system administration (e.g., SharePoint, DalMedix, One45), facilities requests, recruitment support, and cross‑coverage as required.
Note
Due to operational requirements, the successful applicant is required to work in-person on campus.
Required Qualifications
- Business or Administrative Professional program with five years’ experience at administrative secretarial level (or an equivalent combination of training and experience).
- Experience supporting senior academic or healthcare leadership in a complex organizational environment.
- Excellent communication and organization skills required with the ability to work in a team environment.
- Ability to work independently and collaboratively in a fast‑paced academic or healthcare workplace, while effectively managing workload, multitasking, and meeting multiple competing deadlines.
- Proven experience managing complex calendars, meetings, and travel arrangements, with strong records management and document control skills, including the handling of confidential files.
- Advanced skill level with Microsoft Office (Excel, Word, PowerPoint, SharePoint) and experience taking minutes of meetings.
Assets
- Experience handling financial reconciliations or expense tracking
- Demonstrated ability to support committees and governance structures, including agenda preparation and accurate minute‑taking
- Experience coordinating events, ceremonies, or special initiatives, including logistics and follow‑up
- Familiarity with enterprise or academic systems (e.g., SharePoint or comparable platforms)
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 compen
