Date Posted: August 18, 2025

Posting Deadline: September 1, 2025

Department: Sobey School of Business

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 BComm Academic Success and Advising Centre.

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

Job Information and Responsibilities

Under the direction of the Senior Academic Advisor[EW2] , the Administrative Assistant IV will:

• Provide administrative and clerical support to the Centre, including email and phone management, and is a resource and point of liaison to the departments in the Sobey School of Business, and other units within the University.
• Act as a primary point of contact for student and triage student inquiries and requests, both in-person and virtual, provide accurate information and effective referrals while demonstrating cross-cultural competence and sensitivity to a diverse student body, with a view to support student success and enhance student experience.
• Assists in organizing and coordinating activities/events including catering, agendas, notices, New Student Welcome, Dean's List event, Student Success Sessions, etc. Responsible for document and word processing; generates various documents using standard software packages, including agendas, meeting minutes, memos, manuals, protocol forms.
• Maintain confidential materials (tests, exams, protocols, etc.).
• Draft letters/memos for Centre members, to review and sign; proofreads documents for internal and external distribution.
• Assist the members of the Centre with booking appointments and meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files
• Maintain SMU internal phone directory and email distribution lists and manages distribution of communications.
• Prepare expense reports (subject to TRI-council and/or SMU guidelines) as requested, prepare and submits student/casual payroll forms, visa reconciliation, timesheets, and other forms, as requested.
• Demonstrated professional presence, demeanor and judgement/discretion.
• Provides logistical and procedural assistance to faculty, instructors and visiting professors teaching in BComm courses.

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 diploma plus a 1-year Community College business program.
• Minimum 1 year directly related experience.
• Strong organizational skills and ability to function independently, and as part of a team.
• Strong communication, listening, and proofreading skills.
• Demonstrated ability to work under pressure with attention to details.
• Ability to handle and maintain confidential material
• Working in university environment considered an asset.
• Experience with Ellucian Banner considered an asset.
• Website maintenance experience an asset.
• High level of proficiency in Microsoft Office Suite, including website and virtual conferencing platforms, such as Teams, Zoom.

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 welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community. Applicants are encouraged to self-identify. If you require accommodations during the recruitment process, please contact Talent Acquisition at [email protected].