Date Posted: August 11, 2025

Posting Deadline: August 25, 2025

Department: Departments of Marketing and Economics

Type of Employment: Permanent, Full-Time

Group 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 Departments of Marketing & Economics.

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
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Department Heads, the Administrative Assistant IV:

• Act as a primary point of contact for student requests and inquiries, providing accurate information and effective referrals, with a view to support student success and enhance student experience.
• Creates and maintains filing systems and data bases; organizes electronic and paper files and filing systems, and ensures backup and protection of material (e.g. meeting minutes, department policies, etc.).
• Assists in organizing and coordinating activities/events including catering, agendas, notices etc.
• Serves as liaison between the Departments, the Undergraduate and Graduate Program Offices, Enrolment Services and the Faculty of Graduate Studies and Research in relation to administrative matters.
• Provides logistical and procedural assistance to faculty, instructors and visiting professors including liaison with Library, EIT, etc.
• Supports the Chairs and their designates in carrying out their responsibilities as outlined in the SMUFU Collective Agreement (e.g. booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.).
• Takes responsibility for mail/correspondence; including collecting, sorting, distributing incoming/outgoing mail and correspondence. Processes outgoing mail and prepares and manages courier packages according to national and international importing & exporting governmental laws.
• Completes and submits student/casual payroll forms and employment contracts (for part-time faculty, markers/graders, invigilators/proctors, teaching assistants and research support)

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant IV you will have:

• Completion of High School plus 1 year Community College business/secretarial course
• A Minimum one year related experience.
• Technical Typing and working knowledge of several software packages including Microsoft Suite.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication and listening skills and demonstrated ability to work under pressure.
• Careful attention to detail.
• Working in a university environment considered an asset.
• Ability to work remotely and support faculty working remotely.
• Website and social media communication experience an asset

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]