Date Posted: June 6, 2025

Posting Deadline: June 20, 2025

Department: Student Affairs & Services

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, Co-operative Education to join our Student Affairs & Services 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 supervision of the Manager, Career & Experiential Learning, the Administrative Assistant IV, Cooperative Education:
• Provides secretarial and administrative support to the Work-Integrated Learning Advisors.
• Enters, updates, maintains data and posts jobs onto the Orbis program - called Career360.
• Prepares and maintains an accurate database of prospective employers and students.
• Works closely with Co-op Student Assistant (Career360 Administrator). Provides training and works closely with student during their work term.
• Connects with employers and provides details about the Co-op Education program
• Assists employers in posting jobs, scheduling interviews, room bookings and notifies the Work Integrated Learning Advisor's which students will be interviewed.
• Identifies and recommends suppliers for marketing materials for approval by the Manager of Experiential Learning.
• Tracks and sends student forms (registration forms, learning agreements, change of grade forms, and withdrawal forms) to Records.
• Prepares and emails letters of acceptance/rejection and registration documents to new students.
• Receives work term reports from students and forwards to the appropriate Academic Co-ordinator as appropriate.
• Greets students, provides materials and Information to new and current student and assists in arranging appointments for students with Work-Integrated Learning Advisors.
• Assists in the preparation of departmental related documents and promotional materials. Drafts memos and letters for signature.
• Operates and performs routine maintenance on office equipment. Arranges for service as required.
• Orders printed materials from the Print Shop and external providers as required. Monitors office supplies to ensure adequate inventory.
• Assist staff in preparations of all new co-op orientation sessions and other networking events, including the Co-operative Education Orientation for new Co-op students and assisting with planning networking events on campus for co-op students and employer.
• Performs other related duties as assigned.

The Collective Agreement can be viewed here.

Experience and Education Requirements

• To be the successful Administrative Assistant IV, Cooperative Education you will have:
• High school, plus the completion of a one-year community college diploma in business or equivalent
• Minimum one-year related experience.
• Proven familiarity with Microsoft Office and other computer platforms.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication, both oral and written and listening skills.
• Demonstrated ability to work under pressure.
• Working in a university environment considered an asset.
• Communicate in a second language considered 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].