Executive Assistant & Office Manager (Internal Posting)

Position Details
Position Information

Position Title	Executive Assistant & Office Manager (Internal Posting)
Department/Unit	Vice-Provost Student Affairs
Location	Halifax, Nova Scotia, Canada
Posting Number	S094-24
Employee Group	DPMG
Position Type	Regular, On-Going
Duration of Contract (if applicable)
Employment Type	Full Time
Full-time Equivalency (FTE)	1.0 FTE
Salary	$58,103 – $77,730 per annum
Classification	ADM-05
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	Student Affairs is a collection of integrated units that collaborates with faculty, staff and students to enhance the student experience. We promote an inclusive, holistic and student-centric approach to learning and academic success and act as a professional resource in the delivery of evidence-based student enrolment, wellness, development and academic support programs and services. Reporting to the Vice Provost, Student Affairs, the Executive Assistant and Office Manager will provide executive support to the Vice-Provost and oversee the operations for the Office of the Vice Provost Student Affairs including ensuring the executive team remains apprised of developments within Student Affairs that may impact their portfolios.
Key Responsibilities	Plan and execute an efficient work schedule for the Vice Provost, ensuring priority issues are strategically addressed in a timely manner and balancing multiple conflicting demands and time-sensitive and/or emergency situations. Coordinate frequent and complex travel arrangements. Receive, review and transmit correspondence, e-mail, visitors and phone calls. Respond directly to inquiries, exercising discretion and sensitivity. Manage incoming and outgoing correspondence, drafting responses and routine correspondence for signature as appropriate. Support the Vice Provost’s participation in numerous committees as well support internal and external committees the Vice Provost chairs. Assist in planning and managing long-term agendas. Prepare and distribute complex materials, record minutes, schedule meetings, and act as an information resource. Coordinate and prepare briefing notes for meetings and events including researching and preparing and assembling background notes, biographical information and speaking notes. Ensure meeting action notes are communicated and/or assigned to appropriate individual(s) for follow-up. Manage numerous projects and special assignments of a complex and diverse nature that are critical to the strategic mission of the institution, using strong project management, progress and outcome tracking and implementation science principles. Optimize a suite of digital tools to ensure efficient, timely and robust online/hybrid collaboration across Student Affairs division and with other partners. Design and implement efficient and effective workflows to support high levels of productivity through hybrid/online collaboration.
Note	Applications for this position are restricted to current employees of Dalhousie University as described in the Internal Posting Guidelines . The incumbent may occasionally be required to work outside core business hours on priority projects or issues. Due to operational requirements, the successful applicant is required to work in-person on campus.
Required Qualifications	Undergraduate degree in a related field plus approximately five years’ progressive relevant experience (or equivalent combination of training and experience). Experience in a university, post-secondary environment, or other large, complex organization. Strong technology skills with proficiency in a range of software, including Office 365, and digital tools, proven ability to learn new programs, and experience utilizing search engines and supporting workflows and hybrid working. Demonstrated skills related to process design and improvement particularly in the use of technology. Superior communication (verbal and written), interpersonal and customer service skills including proven ability to engage with stakeholders at all levels with a wide variety of subject material and sensitivity and act with tact and discretion while maintaining the highest level of confidentiality. Proven project management, organizational and problem-solving skills with the ability to prioritize and manage concurrent projects while working independently and taking initiative.
Assets
Job Competencies	The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies (https://www.dal.ca/dept/leaders.html), in particular: – Self-Awareness & Professionalism – 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	Applications for this position are restricted to current employees of Dalhousie University as described in the Internal Posting Guidelines . We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.
Diversity Statement	Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous persons (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 2SLGBTQ+ communities, and all candidates who would contribute to the diversity of our community. For more information, please visit *www.dal.ca/hiringfordiversity* .

Posting Detail Information

Number of Vacancies	One (1)
Open Date	03/18/2024
Close Date	03/25/2024
Open Until Filled	No
Special Instructions to Applicant
Quick Link for Direct Access to Posting	https://dal.peopleadmin.ca/postings/16085

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