Administrative Assistant, Environmental and Sustainability Studies
Acadia University - 2 emplois
Wolfville, NS
Détails de l'emploi :
Position: Administrative Assistant
Department: Environmental and Sustainability Studies
Position Type: SEIU Admnistrative Assistant 3, Half-time (17.5 hrs/week); Term Contract until June 30, 2027
Date Posted: October 7, 2026
Application Deadline: October 14, 2026 at 11:59 PM
Competition #: 26-26-AU
Salary: $25,752 per annum (SEIU Administrative Assistant 3). (Annual salary rates based on a 17.5 hour per week schedule and will be prorated for the term.)
Acadia University is seeking a highly organized, collaborative, and service-oriented Administrative Assistant to support the Environmental and Sustainability Studies (ESST) program within the Faculty of Arts. This is a limited-term position through June 30, 2027.
This is an exciting opportunity for an individual who enjoys working in a dynamic academic environment and who can balance a broad range of administrative, financial, student-facing, and program coordination responsibilities. Reporting to the Coordinator of ESST, the Program Administrator plays an important role in supporting faculty, students, and the day-to-day operations of the program.
Key responsibilities will include:
- Coordinating the day-to-day administration of the ESST program, ensuring effective, efficient, and responsive office operations.
- Serving as a primary point of contact for students, faculty, visitors, professional organizations, and other external partners, responding to inquiries and directing questions as appropriate.
- Providing initial academic and registration advice to students, assist with course selection, and monitor student progress toward program requirements, referring students to faculty counselling as appropriate.
- Coordinating course timetabling, registration processes, advising schedules, course evaluations, and other academic program activities.
- Providing administrative support to faculty, including preparation of correspondence, reports, program documents, course materials, and academic calendar updates
- Coordinating meetings, including scheduling, agenda preparation, minute-taking, distribution of minutes, and follow-up on action items.
- Supporting experiential learning and community engagement activities, including field trips, events, Open House, Experience Acadia, Career Café, student recruitment, and orientation initiatives.
- Coordinating program communications, including maintaining the website and social media content and student, faculty, and staff communications.
- Maintaining accurate, confidential, and up-to-date program records and filing systems.
- Preparing and monitor the Program's budget in collaboration with the Program Coordinator. Process purchase orders and expenditures, reconcile financial records, administer program purchasing, and provide financial guidance to faculty and staff on program accounts and university procedures.
- Assisting faculty with financial forms, grant applications, departmental accounts, and other financial processes.
- Coordinating academic hiring processes for faculty, teaching assistants, and student employees, including recruitment administration, interview coordination, appointment documentation, onboarding, payroll submissions, and orientation support.
- Preparing reports and information for internal and external stakeholders, including donors and university reporting requirements.
- Participating as a contributing member of the ESST Council, sub-committees, and other committees as assigned.
- Collaborating with faculty, university departments, and external stakeholders to support program priorities and perform other related duties as required.
- We are seeking a candidate who has completed a recognized post-secondary program in either office or business administration or a University Degree, combined with related work experience is required.
- Candidates must have excellent organizational skills with attention to detail and accuracy in record-keeping.
- Proven experience delivering a high level of client service and demonstrated ability to think clearly, resolve issues, and work under pressure.
- Proven ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
- Excellent interpersonal and communication skills, with the ability to build positive relationships and communicate effectively with students, faculty, staff, and external partners. A demonstrated commitment to providing inclusive, respectful service to individuals from diverse cultural, social, and lived-experience backgrounds is essential.
- Applicants must be highly proficient in the use of Microsoft Office applications. Experience with database management is required; familiarity with Ellucian Colleague (student information and financial system), Slate (admission and recruitment CRM portal) an asset.
- Familiarity with Acadia University's academic programs, administrative processes, and policies is considered an asset.
- The ability to work both independently and collaboratively as part of a team, demonstrating initiative, flexibility, and a commitment to continuous improvement.
For further information or to request a detailed job description, please contact Elektra Papadogiorgaki at [email protected].
TO APPLY: Internal candidates (members of SEIU Local 2) must apply by October 14, 2026. Applications from external candidates are also encouraged; however, consideration is dependent upon result of internal competition. To apply for this opportunity, click on the "Apply Now" button and upload your cover letter, resume, and professional references. Internal candidates (members of SEIU Local 2) should also upload a job posting application form.
Please be advised that only those invited for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.
The University invites applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from Aboriginal people, African Nova Scotians, persons with disabilities, visible minorities, women, and persons of any minority sexual orientation or gender identity. Consistent with the principles of employment equity, the primary criterion for appointment to a position is qualifications and professional excellence. Candidates who identify as a member of one of the afore-mentioned groups, and who wish to have the application considered as such, are invited to submit the online Employment Equity Voluntary Self-Identification Form as part of their application package.
The university will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. If you require accommodation because of a disability or for any other reason during the interview process, please contact [email protected].
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