Date Posted: May 21, 2025

Posting Deadline: June 3, 2025

Department: Faculty of Arts

Type of Employment: Permanent, Full-Time

Group Affiliation: APC Group, Group 4 ($52,531 - $67,696 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 Supervisor, Administrative Support Services to join our team in the Faculty of Arts.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Dean, Faculty of Arts, the Supervisor, Administrative Support Services:

• Defines and manages allocation of duties amongst Administrative Assistants within the Faculty to: (i) ensure that departments, programs, faculty, and staff receive high-quality administrative support though a system that is responsive to individual needs and operates with high efficiency, and (ii) support Administrative Assistant job satisfaction.
• Monitors daily activities and workload demands of the Administrative Assistants and reassigns work as required.
• Assigns special projects as they arise.
• Manages the Faculty's administrative budget and works within that budget to ensure that Administrative Assistants have available the equipment, supplies, and furniture required to perform their assigned duties.
• Provides direct administrative support to Chairpersons and Program Coordinators, acting as their point of contact and delegating work where reasonable to Administrative Assistants.
• Assists budget owners in tracking financial expenditures relative to approved budgets.
• Provides confidential administrative assistance to the Program Coordinator of the IMTE program andensures that documentation is promptly submitted to the appropriate individuals and/or departments/programs for review.
• Manages annual cycle of work carried out by the IMTE program. Maintains and utilizes a bring-forward system for gathering background materials for meetings in which the Program Coordinator of the IMTE is to participate.
• Ensures the prompt and confidential handling of documentation relating to New, Review, and Contractual faculty and staff in the IMTE program and Faculty of Arts Office as directed.
• Oversees the confidential filing systems for IMTE program. Creates databases to track information as required and develops records management systems for digital and print records storage and retrieval.

Experience and Education Requirements

To be the successful Supervisor, Administrative Support Services you will have:

• Relevant college diploma or university credential and 5+ years of relevant work experience, preferably within a university setting.
• Experience with training and supervising staff, coordinating schedules, and delegating tasks.
• Experience with budgeting, financial tracking, and managing administrative resources.
• Strong organizational and multitasking skills, with the ability to manage competing priorities effectively.
• Excellent interpersonal and communication skills, both written and verbal.
• Computer proficiency: adept in both PC and Mac operating environments, Microsoft 356 apps (including Forms, Bookings, and SharePoint), Adobe Acrobat Professional, and EMS bookings. User knowledge of Ellucian CRM products considered an asset.
• Familiarity with financial management, including budget tracking, expenditure reconciliation, and proficiency in Vena and SAP BusinessObjects software considered an asset.
• Proficiency with Qualtrics software and experience in software licence and account management considered an asset.
• Experience in providing research grant administration support; knowledge of Tri-agency grant application procedures and grant use guidelines considered an asset.
• High level of professionalism, with attention to detail and a commitment to continuous improvement.
• Ability to handle sensitive information with discretion and maintain confidentiality.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late 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 encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].