Executive Assistant, Office of Academic Affairs and Research
NSCAD University
Halifax, NS
Job Details:
Benefits:
The Executive Assistant, Office of Academic Affairs and Research is responsible for providing support for all aspects of the Provost and Dean's mandate and duties. The position is responsible for a full range of confidential administrative, planning, organizational and clerical responsibilities and regularly makes office decisions to meet the requirements of the Office of Academic Affairs and Research (OAAR) through effective prioritization of activities and workflow processes. As part of the OAAR team, the Executive Assistant may be occasionally assigned administrative or clerical duties in support of the Teaching + Learning Centre or Research teams as directed by the Provost or Dean.
The Executive Assistant, Office of Academic Affairs and Research is responsible for providing comprehensive support to the Provost, Dean and OAAR operations, a challenging position that requires the ability to anticipate needs, think critically, and offer solutions to problems with the highest level of professionalism and confidentiality.
- Constructing and supervising the Provost's schedule, coordinating meetings, external visits and, and providing briefing materials as required.
- Reviewing, prioritizing and responding to incoming correspondence as required.
Supporting the Provost at Provost's Council and OAAR Office meetings.
Overseeing the monthly reconciliation of financial statements including the Provost's monthly VISA statement and expense report.
Collecting and maintaining course outlines; providing timetable support; responding to departmental budget inquiries; scheduling appointments, arranging meetings, room bookings, and general office operations
Routinely interacting with Administrative Assistant to Chairs and Directors, and directly with Chairs and Directors and Technicians; understands the roles of each and how they interrelate with the Dean's office for optimal student outcomes.
Hiring and scheduling life models for classes when necessary; helping to maintain a current list of models, and to ensure instructors and chairs follow up with their responsibility for timesheets.
Liaising with Human Resources, Communications, the Registrar's office, and other university administrative units to coordinate information and activities relating to student issues and university operations.
Bachelor's Degree in Business Administration, other relevant degree, or professional credentials are preferred along with a minimum of three years related experience working in a post-secondary institution or other relevant administrative experience working in an office environment. Skills must include proficiency with Microsoft programs including SharePoint, Teams and Office along with experience in business writing, document management, accounting procedures, and spreadsheet management.
Excellent organizational, interpersonal and written communication skills, as well as solid knowledge of office management and business procedures are required. The Executive Assistant, Office of Academic Affairs and Research must be able to retrieve, safeguard and maintain crucial, sensitive and/or confidential information pertaining to the administration of NSCAD University and must be able to work independently.
The incumbent will be willing and able to become familiar with all academic procedures and programs at NSCAD University and utilize sound judgment and decision making skills. Taking initiative and being innovative when it comes to process and system improvement is a must.
Applications should be sent via the CareerBeacon website. Applications should include a cover letter and detailed CV.
Deadline for applications: The University will begin considering applicants on May 11, 2026 and continue until the position is filled. We appreciate all applicants, however only those selected to move forward in the competition will be contacted.
All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents of Canada will be given priority in this search. NSCAD university encourages applications from Indigenous persons, racially visible persons, persons with a disability, women, and all candidates who would contribute to the diversity of our community. Please note this is a term position until August 2027.
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