Administrative Assistant IV – Faculty of Science Advising Centre (Bargaining Unit 179)

Date Posted: October 16th, 2026

Posting Deadline: October 30th, 2026

Department: Faculty of Science Advising Centre

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 Faculty of Science Advising Centre team.

What we offer

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

• Competitve Compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Discounted Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

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

• Acts as the primary contact for all persons seeking information on or contacts with the Science Advising Centre.
• Acts as the primary contact for all persons seeing the Associate Deans and Undergraduate Programs Advisors; greets and coordinates their needs; assesses inquiries and refers to appropriate staff member.
• Greets visitors and students and responds to inquires and/or directs to appropriate faculty member or other university contact.
• Responsible for mail/correspondence; includes collecting, sorting, and distributing the incoming mail and correspondence. Processes outgoing mail, correspondence and courier packages. (e.g. prepare customs and other forms for international couriers).
• Creates and maintains the filing systems; organizes electronic and hard-copy files and filing systems and ensures backup and protection of material. (e.g. meeting minutes, policies, etc.).
• Responsible for document and word processing; generates various documents using standard software packages from handwritten/draft copies, including memos, manuals, protocol forms.
• Maintains confidential materials (tests, exams, protocols, etc.).
• Assists with document preparation and distribution associated with Science Advising Centre activities (e.g., reports, memo, tests, quizzes, manuals, assignments, contracts, etc.).
• Assists Science Advising Centre staff and Associate Deans with booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.
• Maintains information on students employed by the Science Advising Centre or Associate Deans. Prepares reports as required by the Dean's Office.
• Distributes information to the appropriate Centre members and Associate Deans, as requested (e.g., forwarding emails, etc.).
• Schedules appointments and sets up meetings, as requested.
• In accordance with the Academic Calendar, provides front-line academic information and advice to students including, but not limited to reviewing and advising on course pre-requisites, providing advice on the required forms to complete, class withdraw processes and upcoming deadlines.
• Acts as first point of contact for students requesting Science academic advising. Responsible to assess the inquiry and provide required information to student and/or refer to Academic Advisors or Associate Deans as required.
• Provides basic services (e.g. mail, reception, etc.) in a back up support role to the Dean of Science Office as required because of vacation, illness, or other leaves.

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 1year Community College business program.
• Working in university environment considered an asset.
• Experience with SCT Banner considered an asset.
• Minimum 1 year directly related experience.
• Proficient in Microsoft Suite.
• Able to transcribe technical, scientific documents.
• Minimum typing speed of 40 wpm; proofreading skills
• Strong organizational skills and ability to function independently, and as part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Shorthand writing is considered an asset.
• Ability to handle and maintain confidential material.
• Website maintenance 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 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.

All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [email protected].