Administrative Coordinator & Executive Assistant

Dalhousie University View all jobs

  • Halifax, NS
  • $54,222-72,426 per year
  • Permanent
  • Full-time
  • 6 days ago
The Faculty of Arts and Social Sciences (FASS) is dedicated to delivering the highest quality arts, humanities and social science education in Canada consistent with our standing among the top fifteen universities in the country. Reporting to the Dean, the Administrative Coordinator & Executive Assistant to the Dean provides administrative coordination and executive support to the Dean and Dean's Office for a large, complex Faculty, ensuring priorities, communications, and governance activities run smoothly. It also provides administrative support for key academic HR processes, manages confidential records, and coordinates systems and workflows to support faculty members, committees, and stakeholders.
Key Responsibilities
  • Provide administrative coordination and executive support to the Dean and Dean's Office, using sound judgment and confidentiality.
  • Provide administrative support for academic hiring and appointment processes (DFA and CUPE sessional), including PeopleAdmin support and offer documentation.
  • Maintain accurate, confidential academic HR and appointment records (leaves, promotions, tenure/reappointment, payroll changes) and ensure deadlines and Collective Agreement requirements are met.
  • Support Faculty governance and committee operations by coordinating meetings, agendas, materials, records, and follow-up for key Faculty committees and groups.
  • Manage scheduling, correspondence, communications, and administrative workflows to ensure efficient operations and timely decision-making for the Dean and leadership team.
  • Administer access and information management systems (e.g., Banner, PeopleAdmin, shared drive permissions, electronic filing) and provide responsive service to internal and external stakeholders.
NoteThe 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
  • University degree, with five years' relative and progressive administrative experience (or an equivalent combination of training and experience).
  • Ability to exercise independent judgement, maintain confidentiality and handle multiple complex and time-sensitive activities.
  • Must demonstrate attention to detail and excellent communication, writing, interpersonal and organization skills.
  • Strong computer skills (MS Office Suite, Adobe, calendaring and email systems).
  • Experience in project management and minute taking.
Assets
  • Experience working in a university setting.
Job CompetenciesThe successful candidate is expected to demonstrate proficiency in Dalhousie's and competencies, in particular:- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
- Service
Additional InformationDalhousie 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 ConsiderationApplications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.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 StatementDalhousie 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 visitIf 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 .Posting Detail InformationNumber of Vacancies 1
Open Date 04/10/2026
Close Date 04/21/2026
Open Until Filled No
Special Instructions to Applicant
Quick Link for Direct Access to PostingSupplemental QuestionsRequired fields are indicated with an asterisk (*).Documents Needed to ApplyRequired Documents * Résumé / Curriculum Vitae (CV)
Optional Documents * Cover Letter

Dalhousie University