Date Posted: September 5, 2025

Posting Deadline: September 19, 2025

Department: Languages & Cultures; Political Science & Global Development Studies, Faculty of Arts

Type of Employment: Permanent, Full-time

Group Affiliation: NSGEU Local 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 Faculty of Arts team.

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 direct supervision of the Administrative Assistant to the Dean of Arts or delegate, the Administrative Assistant IV provides secretarial and administrative support to the Chairpersons of Languages & Cultures, and Political Science & Global Development Studies, and other members of the two academic departments including full and part-time faculty, and other personnel with links to departmental activities.

The Administrative Assistant IV:

• Organizes faculty meetings, lectures, seminars, receptions and other special events, in person or online, including catering, agenda, notices, etc. Takes minutes at departmental meetings.
• Provides support for conference organization hosted by the departments.
• Creates and maintains filing systems and databases; organizes electronic and paper files and filing systems, and ensures backup and protection of material (e.g. meeting minutes, department policies, etc.).
• In conjunction with the appropriate individuals, organizes and coordinates visiting guests' accommodations, prepares itinerary and produces & distributes advertising flyers/bulletins of event.
• Assists Chairperson and Coordinator of undergraduate and graduate programs and/or designate with creation of annual timetable of course offerings.
• Serves as liaison between the Department and the Faculty of Graduate Studies and Research in relation to administrative matters.
• Maintains the collection of master's and honours theses for all academic units and assists in administrative/clerical matters related to the supervision of honours, master's and PhD theses.
• Provides logistical and procedural assistance to faculty, instructors, visiting professors and undergraduate, master's and PhD students in all units, including liaison with Library, EIT, etc.
• Assists Graduate Coordinator by organizing candidates' files and forms for the graduate admission process,
• with progress reports on master's and PhD students, as required.
• Collects teaching-related information from full- and part-time faculty and reports, as required.
• 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.).
• Provides support to the Chair for the hiring of part-time instructors (e.g. posting advertisements with CUPE, handling applications, preparing contract recommendations, compiling files for submission to Dean's Office, organizing three-year reviews).
• Prints, faxes, photocopies, and distributes documents for full- and part-time faculty, honour students, and Research Assistants linked to the departments.
• Manages office/lab keys and building passes and maintains key inventory log; collects keys and building passes at end of employment/contract term.
• Provides basic services (e.g. telephone, mail, reception, etc.) in a backup support role for other Departments/Programs (e.g. Faculty of Arts) as required because of vacation, illness, or other leaves/ contingencies.
• Acts as a liaison between department faculty and the Dean's Office in relation to administrative matters.

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 one (1) year Community College business course, or equivalent
• Minimum one (1) year related experience or equivalent.
• Working knowledge of several software packages including Microsoft Suite.
• Website maintenance experience, an asset.
• Ability to handle and maintain confidential material/information.
• Cross cultural working experience preferred.
• Strong organizational skills and ability to function independently and as a part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Working in a University environment is considered an asset.
• Ability to work in a virtual environment as required.

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].